Executive Assistant

RDV Corporation•Grand Rapids, MI

13d

About The Position

The Executive Assistant serves as a trusted partner to four principals, providing proactive executive support across their business interests through Continuum Ventures. This role is responsible for ensuring seamless coordination across multiple organizations and initiatives. The Executive Assistant proactively manages complex calendars, communications, travel, meetings, projects, and day-to-day business operations while serving as a central point of coordination among executive teams, internal partners, and external stakeholders. The ideal candidate is highly organized, resourceful, and solutions-oriented, with exceptional judgment, discretion, and attention to detail. They anticipate needs before they arise, effectively manage competing priorities, and thrive in a fast-paced, collaborative environment that requires adaptability, professionalism, and a high level of confidentiality.

Requirements

Bachelor's degree or equivalent professional experience preferred.
Minimum of 5 years of executive assistant or senior administrative experience supporting multiple executives in a complex, fast-paced business environment.
Demonstrated success managing multiple executives, competing priorities, and confidential information with exceptional organization and attention to detail.
Strong business acumen with the ability to understand executive priorities and anticipate needs.
Excellent written, verbal, editing, and presentation skills.
Outstanding judgment with the ability to independently prioritize work, solve problems proactively, and make sound decisions.
Exceptional organizational and project management skills with the ability to drive work to completion.
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort learning new technology platforms and business systems.
Experience coordinating sophisticated domestic and international business travel.
Ability to remain calm, adaptable, and effective in an environment with frequently changing priorities.
Professional, polished, and service-oriented demeanor with exceptional interpersonal skills.
Collaborative mindset with a willingness to support the broader executive team and contribute wherever needed.
Demonstrated initiative, curiosity, and a continuous improvement mindset.
Commitment to producing polished, accurate work while maintaining the highest standards of confidentiality and integrity.

Responsibilities

Manage highly complex calendars for multiple principals, balancing competing priorities while anticipating scheduling conflicts and long-term business needs.
Coordinate meetings, appointments, executive briefings, and business engagements across multiple organizations and stakeholders.
Prepare agendas, meeting materials, presentations, and daily itineraries to ensure principals are well prepared.
Exercise sound judgment in determining which matters require principal involvement and which can be managed independently.
Operate with a "no surprises" mindset by proactively communicating updates, anticipating needs, and identifying potential issues before they impact business operations.
Develop a strong understanding of each principal's business priorities to anticipate needs and provide proactive administrative support.
Serve as a trusted partner by identifying opportunities to improve efficiency, organization, and executive effectiveness.
Anticipate challenges, remove obstacles, and develop practical solutions before issues arise.
Balance day-to-day administrative responsibilities with long-term planning and strategic coordination.
Exercise sound judgment when managing competing priorities, confidential matters, and evolving business needs.
Serve as a central point of coordination across multiple business entities, ensuring communication, scheduling, and priorities remain aligned.
Collaborate closely with executive assistants, business leaders, and internal partners to ensure seamless support across all principals.
Build strong professional relationships with executives, board members, business partners, consultants, vendors, and other key stakeholders.
Represent the principals with professionalism, discretion, and exceptional customer service in every interaction.
Maintain the highest level of confidentiality when handling sensitive business information.
Coordinate domestic and international business travel, including flights, lodging, ground transportation, itineraries, and meeting logistics.
Prepare detailed travel itineraries and provide logistical support before, during, and after travel.
Coordinate travel involving multiple principals, executive teams, and business partners while ensuring schedules remain aligned.
Manage the planning and execution of executive events, and corporate functions while collaborating with internal partners and external vendors as appropriate.
Manage event logistics including venue selection, catering, guest communications, agendas, presentation materials, transportation, and day-of coordination.
Partner with principals and executive leadership to understand the objectives of each event and ensure every detail supports a professional, seamless experience.
Build and maintain strong relationships with vendors, venues, and internal stakeholders to ensure efficient planning and flawless execution.
Serve as the first point of contact for scheduled guests and visitors, providing an exceptional hospitality experience for everyone entering the office.
Receive and coordinate the delivery of packages for principals, executives and office personnel.
Prepare, maintain, and coordinate conference rooms for meetings, ensuring beverages, snacks and other meeting materials are available and ready for use.
Coordinate and support daily lunch needs for principals and executives working in the office.
Provide backup support for the Continuum Ventures Office & Project Coordinator and the Office Administrator as needed.