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Administrative Assistant - Private Household
Summary
Title:Administrative Assistant - Private Household
ID:2330
Location:Grand Rapids, MI
Job Type :Full-time
Company:RDV Staffing
Description
The Opportunity
This position assists the family members with the daily duties of running a home and provides administrative support services related to daily administration, planning, scheduling, and correspondence.

Culture of Care
RDV Staffing provides domestic, household and property related positions predominately in West Michigan. We recruit only the most skilled and dedicated people who are service-oriented, collaborative, adaptable, and who possess the highest level of integrity. Our employees experience a meaningful workplace where they can make a valuable and appreciated impact in the household(s) that they serve. Full-time employees of RDV Staffing are eligible for a robust healthcare program, 401(k) plan with a generous 7.5% match, time off, and other meaningful benefits.

Duties and Responsibilities

Administrative/Scheduling/Communication

  • Performs a variety of administrative support functions, including (but not limited to) checks email regularly and responds as appropriate; creates correspondence, reports, and internal memos; files and scans documents; makes copies; drafts letters and memos from rough notes or general instruction; composes original correspondence as appropriate and instructed; maintains files.
  • Schedules business and personal appointments and meetings as requested; maintains computerized calendar system in cooperation with Director of Household Operations and Support and various household staff; oversees accuracy and completeness of the family calendar to ensure all necessary items are included and family/household is aware of appointments, both in advance and day-of.
  • Researches and coordinates comprehensive local, statewide, national, and international travel arrangements for family members (as requested); maintains detailed itineraries.
  • Maintains inventory for commonly used office supplies.  Places orders, receives and stocks supplies for household and maintenance building locations.
  • Receives and screens incoming telephone calls; answers gate and greets visitors.
  • Communicates with service vendors, household staff, family's business office, and RDV Corporation on a variety of matters. 
  • Assists with scheduling any household maintenance or cleaning vendors as needed at all properties.  

Financial

  • Retains receipts for credit card and petty cash purchases; submits credit card and petty cash receipts and documentation for reconciliation.
  • Files documents and maintains filing system of household invoices.

Shopping

  • Selects and orders products from vendor websites and/or mail order catalogues; inventories and records purchases and returns; maintains product order lists; unpacks and tears down boxes; assists with recycling products in their homes.
  • Performs various shopping duties when necessary; runs household and personal errands as needed.
  • Maintains positive/professional relationships with all local vendors and personal family acquaintances.

Special Projects

  • Coordinates certain aspects of social or family events as requested at all properties; assists at event as needed.  This responsibility may be shared with other household staff. 
  • Assists with all the various aspects of the Christmas season, including decorating, purchasing and wrapping gifts.
  • Coordinates selection and distribution of cards and gifts for birthdays and special occasions.
  • Organizes and tracks gift giving, receipt of gifts, and gift acknowledgement.  
  • Assists with special projects as assigned by Director of Household Operations and Support.
  • Assists with maintaining cleanliness and orderliness of family’s personal areas.
  • Assists with other family needs as they arise.

Various Household Items

  • Participates with the care of the family pets as needed.  Assists with maintaining proper supply of pet food and supplies, and purchases food as needed.  Walks, feeds, and bathes dogs; maintains schedule.
  • Schedules veterinarian appointments and takes pets to those appointments. Picks up any needed prescriptions and administers appropriately.
  • Occasionally assists Housekeepers with miscellaneous projects as needed.
  • Performs basic household duties, i.e. filling and emptying dishwashers, wiping down kitchen counters, taking out trash, refilling beverage coolers, and keeping staff office clean.
  • Provides assistance with packing and unpacking clothing for travel.  Completes laundry duties as needed.
  • Coordinates dry-cleaning services for the family members, including oversight of incoming and outgoing dry-cleaning, tracking inventory, and maintaining the accounts.
  • Assists with household organization and archival projects, including closet and drawer clean-out, storage room and kitchen organization, and cleaning up and purging items as needed.
  • Works with florist and orders floral arrangements for special occasions, household décor, or as needed.
  • Communicates regularly with family members and co-workers via computer, cell phone, and voice mail systems.
  • Assists with crucial duties of other household staff if they are unavailable.
  • Potential short-term travel to properties in Chicago, New York City, and Northern Michigan to act as Household Assistant as requested to assist Director of Household Operations & Support and Personal Assistant.
  • Conducts end-of-day procedures, including walk-through of residences to ensure personal belongings are stored appropriately; turns off lights, and locks up.  Reviews and confirms following day’s schedule and communicates pertinent information to family members and other household staff as needed.

Elements of Success
  • Minimum High School diploma required; college degree preferred or 2-4 years of related work experience.
  • Event and travel planning experience preferred.
  • Excellent communication, English grammar, spelling, punctuation, and composition skills.
  • Excellent ability to establish rapport with others and establish strong interpersonal relationships.
  • Proficiency in Microsoft Word, Outlook, Internet research and product ordering.  Familiarity with Excel.
  • Strong organizational and multi-tasking skills.
  • Ability to initiate, prioritize, follow through on projects, work independently and be self-directed.
  • A team player who has a proven track record of working effectively with others.
  • Consistently demonstrates enthusiasm for exemplary standards of customer service; possess a high sense of urgency balanced with caution.
  • Must demonstrate professionalism, pride, enthusiasm, and graciousness in service; must be self-motivated; display good listening skills; be a responsible, respectful, dedicated, and dependable person of highest integrity; neat and tidy in appearance.  Attention to detail, organization, and follow-through in daily routine essential.
  • Must be willing to be flexible in work hours during unexpected schedule changes, evenings and weekends will be required.  A willingness to complete unusual or unexpected duties is essential. 

Additional Requirements
  • Responsibilities are conducted in the home(s) of the client of RDV Staffing.  While an employer/employee relationship exists, employee must be genuinely committed to being part of the team of household staff whose shared goal is to offer exemplary personal service and to positively contribute to a collaborative home environment.
  • Preservation of a peaceful household atmosphere is essential.  Responsibilities should be carried out with sensitivity to this goal at all times.
  • The family’s privacy is highly important; therefore, the highest level of confidentiality in the family’s business and personal matters must be exercised at all times.

Essential Physical Demands
  • Ability to lift thirty (30) pounds to a maximum height of six (6) feet.
  • Ability to remain standing on feet for lengthy periods of time; climb steps and stairs; stooping, bending, and kneeling.

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