Executive Assistant

Executive Assistant

RDV is seeking an experienced Executive Assistant to provide hands-on, pro-active administrative and operational support to the Senior Vice President (SVP) of Learning and Communications, General Counsel. This role requires exceptional organizational skills, discretion, and the ability to manage complex calendaring, projects, and travel arrangements in a highly confidential environment. While legal expertise is not required, experience with data and document management is important. The Executive Assistant will serve as a trusted partner, anticipating needs and ensuring seamless execution of priorities. This role is ideal for you if you enjoy coming to work with a helpful and collaborative demeanor, thrive in a fast-paced environment, and are eager to support the organization’s goals and initiatives.

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%.
• Grab and Go Deli/Market with employer-provided account credit of $650/year.
• Paid Time Off (PTO) starting at 22 days per year in addition to paid holidays.
• 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

Executive Support

• Manage complex calendaring; effectively prioritize incoming requests and proactively resolve scheduling conflicts.
• Schedule meetings and coordinate logistics.
• Welcome guests.
• Prepare meeting materials, presentations, and reports; assist with drafting and editing documents as needed.
• Prepare and submit accurate expense reports promptly, ensuring compliance with company policies.
• Organize and oversee all aspects of travel arrangements, including commercial/private flights, accommodations, and itineraries.
• Manage time effectively and 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.

Project & Operational Coordination

• Provide project support for initiatives across teams reporting to the SVP, including research, planning, timelines, and follow-up.
• Develop and maintain processes for documentation and project management to ensure efficiency and alignment with departmental goals.
• Track deadlines and deliverables, ensuring timely communication and progress updates to stakeholders.

Legal Support

• Support the Legal Services team with contract management processes, including updates and renewals.
• Assist with legal documentation workflows, including Power of Attorney processes and signature coordination.

Communication & Engagement

• Serve as a reliable point of contact for internal stakeholders and external contacts, providing accurate information or redirecting inquiries appropriately.
• Assist with activities and events designed to enhance employee engagement and organizational culture.

What You'll Bring

• Associate degree in business-related field required or equivalent experience in an administrative role.
• Minimum of seven (7) years of experience in a professional corporate environment performing business related duties and providing administrative support preferred.
• Proficiency in Microsoft Office Suite.
• Self-starter with excellent organizational, follow-through, problem-solving, and critical thinking skills.
• Work efficiently with a calm demeanor.
• Use sound judgement on when to handle items directly and when to seek input from others.
• Meticulous eye for detail and a strong commitment to accuracy.
• Demonstrate excellent interpersonal and communication skills, both written and oral with the ability to interface with a diverse array of audiences.
• Uncompromised commitment to the highest level of confidentiality and comfort in dealing with highly sensitive information.
• Ability to collaborate effectively with individuals from diverse backgrounds and personalities.
• Demonstrate a high degree of integrity, ethics, and discretion.
• Ability to be flexible and handle multiple priorities in a fast-paced environment.

Key skills/competency

• Executive Assistant
• Administrative Support
• Complex Calendaring
• Travel Arrangements
• Project Coordination
• Document Management
• Confidentiality
• Microsoft Office Suite
• Communication Skills
• Organizational Skills