Guest Experiences & Operations Assistant

RDV Corporation•Grand Rapids, MI

About The Position

The Guest Experiences & Operations Assistant delivers a high-quality guest and workplace experience through hospitality, reception services, and operational support. As the organization’s first point of contact, this role welcomes and assists visitors, coordinates workplace and facility activities, supports meetings and events, and provides administrative assistance. The position manages reception and visitor services, including calls, guest arrivals, building access, calendars, hospitality arrangements, mail and deliveries, office equipment readiness, and coordination with facilities, security, vendors, and building service providers. It also maintains reception procedures and standards, supports operational improvements, and helps keep reception and common areas organized and welcoming. The role provides departmental administrative and operational support for projects and assignments, including preparing materials, shipments, and event packets; supporting purchasing, inventory, and fulfillment; maintaining files and records; and assisting cross-functional initiatives and special projects across RDV Corporation.

Requirements

High school diploma required.
Some experience as a receptionist or administrative assistant in a professional, fast-paced corporate environment, with clerical responsibilities and strong customer service skills preferred.
Excellent verbal and written communication skills.
Ability to organize, prioritize, follow through on projects, and work independently.
Attention to detail to help ensure visitor safety and a secure, professional, well-managed workplace.
Ability to work effectively and cooperatively with all levels of management, maintain confidentiality, and adjust or share duties as required.
Proficiency in Microsoft Office applications.
Working knowledge of office machines and equipment, such as copiers, printers, and postage meters.
Professional, mature, courteous, cheerful, outgoing, and gracious demeanor.
High degree of integrity, ethics, discretion, and dedication to the organization’s mission.
Ability to lift or transport boxes weighing approximately 30 pounds, stoop, bend, and climb steps and stairs.

Nice To Haves

Associate degree preferred.
Receptionist or administrative assistant experience in a professional, fast-paced corporate environment, including clerical responsibilities and strong customer service skills preferred.
Database experience preferred.

Responsibilities

Monitor incoming calls, transfer calls, take messages, handle inquiries professionally, and direct requests to appropriate team members.
Welcome visitors and guests, coordinate arrivals, facilitate building access and visitor protocols, offer refreshments, and escort visitors when applicable.
Follow building security, safety, and visitor management protocols.
Partner with internal teams to prepare meeting, event, and special-visit spaces, materials, and hospitality arrangements.
Maintain reception desk operations, service standards, and daily office opening procedures.
Monitor guest schedules and building calendars; oversee visitor services such as parking validation, temporary access cards, and related access and hospitality processes.
Distribute daily newspapers and follow up about missing deliveries.
Cover for reception team members during breaks, vacations, and other absences.
Manage multiple priorities, deadlines, and confidential information with attention to detail and follow-through.
Ensure office equipment is operational, including postage systems and printers, and coordinate maintenance and supply replenishment.
Manage incoming and outgoing mail, packages, courier services, and deliveries, ensuring items are organized, tracked, and distributed accurately and on time.
Liaise with facilities, security, vendors, and building service providers to support workplace operations and visitor needs.
Maintain clean, organized, welcoming reception and common spaces in partnership with the Facilities Operations team.
Identify workflow and service improvements and support implementation to improve efficiency and the visitor and employee experience.
Maintain, document, follow, and refine reception procedures, service standards, and operational practices.
Provide department-level administrative and operational support for projects and assignments, including assembling materials, preparing meeting and event packets, supporting large-volume ordering, and completing deliverables accurately and on time.
Prepare and facilitate internal and external shipments, mailings, packages, and deliveries.
Support purchasing, inventory coordination, and fulfillment through approved vendors and suppliers.
Create, maintain, and organize files, forms, records, binders, and reference materials.
Support cross-functional initiatives, departmental priorities, seasonal programs, and special projects across RDV Corporation as assigned.