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Administrative Assistant – Executive Services
Title:Administrative Assistant – Executive Services
Location:Grand Rapids, MI
Job Type :Full-time
Company:RDV Corporation
The Opportunity
The Administrative Assistant will assist the Executive Services Team in providing executive level administrative support to the Chief Executive Officer and Chief Operating Officer while fostering team communication, providing cross-training for back-ups, and partnering with the Executive Services Managers on all executive support functions.

Our Unique Benefits
At RDV, we are intentional about enriching our culture and employee experiences through a unique blend of benefit offerings that include:
  • Robust health insurance options with competitive employer contributions.
  • 401k retirement plan with a generous employer match of up to 7.5%.
  • Paid Time Off (PTO) starting at 22 days per year in addition to 9 paid holidays.
  • Flexibility through Remote Option Fridays (position dependent).
  • Grab and Go Deli/Market with employer-provided account credit of $650/year.
  • Fun culinary experiences and connecting with co-workers at monthly catered lunches, free of charge to employees.
  • Employer paid parking in the heart of downtown Grand Rapids.
  • Education and training reimbursement programs.
  • Discounted memberships to MVP Sportsplex.

What You'll Do
  • Handle multiple priorities and deadlines with exemplary follow through and confidentiality.
  • Exhibit foresight and initiative in recognizing potential problems, needs and/or inefficiencies, and pro-actively proposes alternative, creative, and innovative ways to best accomplish superior outcomes.
  • Proactively looks for and suggests alternative, creative, and innovative ways to best accomplish superior outcomes.
  • Exhibits foresight and initiative in recognizing potential problems, needs, and/or inefficiencies and pro-actively develops and proposes solutions.
  • As directed by the manager performs a variety of administrative functions including typing of correspondence, reports, notes, and internal memos; draft letters and memos from rough notes or general instruction; composes original correspondence when necessary; receives and summarizes incoming mail; creates and maintains general business files.
  • Edits meeting materials and itineraries for grammar and complete information as directed by manager.
  • Partners with Executive Services Team to coordinate trip details and logistics, including flights, accommodations, transportation, and meals, following established standards and best practices.
  • Tracks and orders inventory of RDV branded items for C-Suite, as directed.
  • Ensures meeting rooms are clean and set for upcoming meetings as requested.
  • Orders and picks up beverages and meals as requested.
  • Communicates with and coordinates outside vendors and service providers.
  • Fills in when necessary for the main RDV receptionists.
  • Provides back-up support for the Executive Services Team.
  • Research assigned topics and communicates findings to manager.
  • Thoroughly screen and manage incoming telephone calls, electronic and paper 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 team member.
  • Appropriately route all outgoing work and mail; follow through as appropriate.
  • Monitors calendars for conflicting appointments, coordinates with Executive Services Manager to resolve, prints daily calendar for executives.
  • Tracks usage of conference rooms and meeting spaces for reporting purposes.
  • Coordinates logistics for onsite visitors including sending parking details, alerting internal team, booking meeting spaces and greeting guests upon arrival.
  • Files expense reports, as appropriate.
  • Assists with tracking and maintaining sponsorship requests, including gaining approval, submitting check requests, and getting event RSVPs.
  • Works with the Executive Services Team to assist in coordination of special projects.
  • Work with other administrative staff to assist in coordination of meetings and special projects.
  • Perform other miscellaneous projects and duties as requested.

What You'll Bring
  • Associates degree in business-related field required or equivalent experience working in a professional administrative assistant role.
  • Minimum of three (3) years work experience performing business related duties and providing administrative support preferred.
  • Flexible availability. Position requires ability to be attentive to urgent matters before and after hours and occasionally respond to requests on weekends.
  • Experience arranging sophisticated travel (domestic and international) and corporate events.
  • 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.
  • Work quickly and efficiently with calm demeanor. Exude confidence in ability to handle all situations and requests.  Use discretion and sound judgement on when to handle directly and what items require executive input. Consideration and poise to interrupt meetings and working sessions to prioritize executive demands.
  • Lead with a servant heart. Demonstrate willingness and positive attitude consistent with top level customer service.
  • Anticipate needs of executives and the team.
  • 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.
This opening is closed and is no longer accepting applications
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