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OAPC Administrative Assistant and Document Coordinator
Summary
Title:OAPC Administrative Assistant and Document Coordinator
ID:2437
Location:Grand Rapids, MI
Job Type :Full-time
Company:Ottawa Avenue Private Capital
Description
The Opportunity
The Administrative Assistant and Document Coordinator will provide direct administrative support to Managing Directors and the Ottawa Avenue Private Capital (OAPC) team while fostering team communication, providing cross-training for back-ups, and partnering with other Executive and Administrative Assistants on calendaring, travel, event planning, and other general projects.  This position will also assist with managing all aspects of OAPC’s digital file retention process.

Ottawa Avenue Private Capital (OAPC), an affiliate of RDV Corporation (RDV), manages an alternative asset portfolio that specializes in private equity, seeking to offer clients a single access point to middle-market private equity sponsors across private equity, private credit, and secondary strategies. As an affiliate of RDV, OAPC utilizes RDV's Talent Services team to coordinate employee recruiting initiatives. OAPC continues to experience rapid growth, creating a fast-paced and dynamic work environment for its employees.


Culture of Care
The OAPC team has a culture of collaboration, innovation, analytical thinking, and providing outstanding service to our sophisticated investors and internal clients. This is a fast paced and constantly moving work environment with a detail oriented team that likes to be the best at what they do both inside and outside of the workplace. If you are looking to join a team with highly experienced leaders in the private equity industry creating a fresh model where outstanding quality and creative solutions are a daily expectation, take a moment to connect with us.
 

Duties and Responsibilities

Administrative Assistance

  • Demonstrate professionalism and courtesy in representing OAPC through interaction with top-level executives, fund managers, principals, consultants, and fellow employees.
  • Proactively identify, suggest, and act on alternative, creative, and innovative ways to best accomplish superior outcomes.
  • Exhibit foresight and initiative in recognizing potential problems, needs and/or inefficiencies, and pro-actively develop and propose solutions.
  • Organize all aspects of travel arrangements, including out of town meetings and travel; handle all logistics for the trip and create trip itineraries.  Coordinate travel with other executives, Managing Directors, and their assistants.
  • Schedule appointments and maintain computerized calendar system; maintain and update electronic contacts; set up conference calls and coordinate meeting arrangements; greet visitors; keep daily schedules on track; rearrange calendar and prioritize requests.
  • Complete expense reports for OAPC team members as requested and assigned.
  • Thoroughly screen and manage incoming telephone calls, mail, taking initiative to handle inquiries from inception to completion without direct supervision; provide information, follow through and author correspondence independently as appropriate, and/or direct inquiries to proper team members.  Forward relevant correspondence and calls to the appropriate person within the group. 
  • Perform a variety of administrative functions: prepare correspondence, reports, and memos; maintain existing and create new files, letters, and emails on behalf of those they are providing support to.
  • Collaborate with Executive Assistants to prepare for and host the OAPC Annual Meeting and other OAPC sponsored events.
  • Ensure meeting rooms are clean and set for upcoming meetings as requested.
  • Monitor and maintain office supplies.
  • Work with other OAPC administrative staff to assist in coordination of special projects.
  • Provide back-up support for all other OAPC Executive and Assistants.
  • Perform other miscellaneous projects and duties as requested.

Document Management

  • Post and maintain information in customer relationship management (CRM) system, document management system (DM), and intranet/portal including shared contacts, industry conferences, meeting notes, and correspondences. 
  • Assist with the management of all aspects of OAPC’s digital file retention, which includes timely retrieval and email dissemination of documents from either outside portals or emails, and accurate digital placement, naming, and categorizing of documents within the OAPC digital filing system.
  • Responsible for ensuring the proper back-up of the document management process during PTO time periods and/or when away from computer for extended time periods.
  • Coordinate and execute training sessions with individuals tasked with providing back-up on document management, including educating them on new or changing processes.

Elements of Success
  • Associates Degree or equivalent experience.
  • Greater than 2 years of relevant work experience.
  • Flexible availability.  Position requires ability to be attentive to urgent matters before and after hours and occasionally respond to requests on weekends.
  • Interest in or knowledge of financial markets and/or legal field desirable.  Some background in or exposure to accounting, banking, legal and/or finance helpful.
  • Experience arranging complex travel (domestic and international) preferred.
  • Experience in planning and hosting corporate events preferred. 
  • Excellent verbal and written communications.  Accurate grammar, spelling, typing, data entry and calculations.  Clear, confident and friendly voice tone over phone and in person.
  • Presentation of personal demeanor which is professional, credible, mature, courteous, and gracious.  Polished yet personal approach and style. 
  • Excellent organization skills with ability to initiate, prioritize, follow through on projects, work independently, and be self-directed.  Work with little to no supervision or direction.
  • Proven ability to multi-task and manage competing priorities.
  • Work quickly and efficiently with calm demeanor.  Demonstrate confidence in ability to handle all situations and requests.  Use discretion and sound judgement on when to handle directly and what items require input from others.
  • Leads with a servant heart.  Demonstrates willingness and positive attitude consistent with top level customer service.
  • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Internet research.
  • Ability to interface effectively with all levels of management, clients, vendors and coworkers in a highly professional manner; the highest level of confidentiality must be exercised at all times.

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