Job Description
Administrative / Office Management / Clerical - Full-time
The Opportunity
The Administrative Assistant assists in the daily duties of running a home and provides administrative support services related to daily administration, planning, scheduling, and correspondence.
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
Administrative/Scheduling/Communication
- Supports Director of Household Operations and Support in all office administration work, including (but not limited to) typing of correspondence, reports, and internal memos; sends faxes; makes copies; drafts letters and memoranda from rough notes or general instruction; composes as appropriate and instructed; maintains general business files.
- Schedules business and personal appointments for primary Principal and meetings as requested; maintains calendar system in cooperation with Director of Household Operations and Support and various household staff; coordinates meeting arrangements; 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.
- Maintains inventory for commonly used office supplies. Places order, receive and stock supplies for household and maintenance building locations.
- Occasionally receives and screens incoming telephone calls; answers gate and greets visitors.
- Communicates with service vendors, household staff, DP Fox office, and RDV Corporation on a variety of issues.
- Supports Senior Property Manager and maintenance office with vendor invoices.
- Schedules and assists with coordinating maintenance vendors for all family properties.
- Supports the management team with administrative duties as requested.
Financial
- Retains receipts for credit card purchases; submits credit card receipts and documentation for reconciliation.
- Files documents and maintains filing system of household invoices.
Shopping
- Assists with household ordering; 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 the home.
- Performs various shopping duties when necessary; runs household errands as needed.
- Maintains positive/professional relationships with all local vendors and personal family acquaintances.
- Assists Director of Household Operations and Senior Property Manager with ordering and maintaining inventory of furniture, art, and other household development items.
Special Projects
- Assists with various social or family events as needed at all properties.
- Assists with all the various aspects of the Christmas season, including gift shopping, selection, distribution, and wrapping.
- Organizes and tracks gift giving, receipt of gifts, and gift acknowledgment.
- Assists the Interior Household Manager with coordinating all the various details regarding household décor for the Christmas season. Helps to prepare, set-up, tear-down, and organize items for storage as needed.
- Works with the Director of Household Operations and Support on interior design projects. Keeps track of the project timelines, processes invoices, and coordinates other details as assigned.
- Assists with special projects as assigned by Director of Household Operations and Support.
Various Household Items
- Occasionally 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.
- Communicates regularly with employers and co-workers via computer, cell phone, and voice mail systems.
- Assists with crucial duties of other household staff if they are unavailable.
What You’ll Bring
- Minimum High School diploma required; college degree preferred or 2-4 years of related work experience.
- 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.
- 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 may 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.
Additional 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.