Administrative Assistant

The Opportunity

Provides overall administrative and project support services for household and property operations and personal and support services within the residence. Works closely and provides direct administrative support to the following key leaders: Principal, Director of Properties and Household Operations, and the Senior Property Manager.

Our Unique Benefits

We are intentional about enriching our employment 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 programs including vacation time, sick time, and paid holidays.
• Training reimbursement programs.
• Discounted memberships to MVP Sportsplex.

What You'll Do

In Support of Director of Properties and Household Operations:

• Provides administrative and project support to Director and lead housekeeper with all interior household operation and personal assistance needs.
• Coordinates business travel arrangements and maintains detailed itineraries as assigned as well as Travel and Expense reports; assists Director with family travel planning as necessary.
• Works closely with and communicates regularly with the Director regarding the Principal’s schedule needs.
• Works with the Director to provide back-up to the Principal regarding family schedules, scheduling appointments, maintaining files, and keeping the household organized.
• Assists with administrative details, event planning, etc.
• Assists and coordinates various aspects of event planning and entertaining at the residence or the Barn.
• Assists with various aspects of the Christmas season and year-round gift giving.
• Prepares outgoing mail and packages as requested.
• Places orders for supplies and products for the property based on internal requests from the staff, including Amway personal products.
• Acts as primary team member with all household and office-related Amway orders, handling requests from all staff members and placing orders as needed. Responsible to look for ways to improve and streamline the ordering process.
• Communicates and coordinates with household staff and RDV Corporation on a variety of items as needed.
• Schedules appointments and may assist in maintaining calendar for Director.
• Coordinating conference rooms, video/conference details, IT support, and all meeting logistics.

In Support of Property Operations:

• Provides administrative and project support to the Senior Property Manager and the property management team including general administrative duties, travel booking, expense reporting, scheduling, meeting coordination, and correspondence.
• Handles expense reporting, invoices and associated tasks with a high degree of accuracy for the property management staff. Works with RDV Corporation Accounting for processing, including answering clarifying questions and/or follow up.
• Schedules appointments and may assist in maintaining calendar for Senior Property Manager.
• Helps to maintain property schedules and work with the Senior Property Manager as requested to ensure properties are appropriately staffed, stocked, and represented for practices and events.
• Assists with greeting guests, contractors, and vendors in a friendly and hospitable manner upon arrival, while directing them to the appropriate staff members as needed.
• Assists with scheduling and coordinating contractors and vendors as needed.
• Manages and tracks vehicle website.

General:

• Acts as a primary administrative coordinator to all interior and exterior household needs, providing exceptional assistance and service to ensure the household remains organized and runs smoothly.
• Runs errands as needed.
• Assists key leaders with other special projects as requested.

What You'll Bring

• Minimum of three years of administrative support experience in a professional environment required; Bachelor’s degree preferred.
• Strives to ensure all duties and responsibilities are completed with exemplary attention to detail and the highest standards for all aspects requested.
• Proficiency in use of Word, Excel, Outlook, PowerPoint, technology, and the internet.
• Demonstrated proficiency of general office practices, procedures, and office equipment (i.e. phone/video conferencing, etc.)
• Excellent organization skills with ability to initiate, prioritize, follow through on projects, work independently and be self-directed.
• Proven ability to create an exceptional team and visitor experience; consistently demonstrates enthusiasm for exemplary standards of customer service.
• Excellent verbal and written communications skills; resourceful and assertive in gathering information to effectively communicate.
• Excellent teamwork skills.
• Ability to establish rapport with others and establish strong interpersonal relationships.
• An attitude of striving to exceed expectations and a personal demeanor of flexibility and graciousness are essential.
• Ability to interface effectively with all levels of management while maintaining the highest level of confidentiality.
• Ability to see “big picture” and display foresight and perspective.