Family Assistant

Family Assistant

Family Assistant

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Job Description

Administrative / Office Management / Clerical - Full-time

The Opportunity

Collaborating closely with the Personal Assistant, this position will provide personal, administrative, and other household support to multiple assigned family members living in various residences and locations. Position will work out of an office location near Grand Rapids, MI with remote flexibility.

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
Personal Assistance & Support

  • Handles multiple priorities and deadlines with excellent follow through, flexibility and confidentiality.
  • Effectively communicates with family members as often as needed by email/text/call.
  • Exercises open verbal and written communications with key contacts always exercising extreme discretion. Relays pertinent information to appropriate contacts.
  • Sends weekly reports to appropriate parties regarding family travel plans (flight info, itineraries, trip planning, transportation needs, trip planning needs).
  • Relays communication to appropriate parties (other family members, RDV employees, and other external individuals/groups related to specific plans/events/issues).
  • Works closely with Family Relationship Manager at RDV Corporation.
  • Proactively manages and maintains multiple family members’ calendars with accuracy and completeness, working closely with all related team members and other resources as needed to coordinate their schedules effectively, including:
    • As requested, schedules personal and business appointments and meetings (medical, salon, academic or professional events/meetings, etc.).
    • Ensures all aspects of their calendars are coordinated and communicated, including any changes to their appointments or events.
  • Actively involved in keeping the family calendar up to date. Works closely with the Personal Assistant to update the calendar with information such as events, travel, birthdays/special occasions, etc.
  • Oversees, plans, and coordinates social or family events in conjunction with other team members as needed (i.e., birthdays, anniversaries, school events, weddings, etc.).
    • Coordinates and works with vendors/event planners as required for food, staffing, and entertainment needs.
    • Anticipates and plans ahead with ideas to celebrate events for the family (birthdays, anniversaries, parties, etc.).
  • Coordinates gift giving for special occasions, birthdays, and Christmas, including:
    • Suggests gift ideas and assists with gift shopping, selection, and distribution.
    • Exhibits meticulous attention to detail with gift wrapping, including the ability to enhance the visual presentation of a package with bows and other creative elements.
  • Coordinates holiday schedules and parties.
  • Use Excel or other technologies as appropriate to develop or maintain tracking for gifts, addresses, preferences, Christmas lists, etc.
  • Performs a variety of administrative functions: prepares correspondence, notes, reports, memos, and presentations, etc. on behalf of the family members.
  • Reviews invoices from vendors to ensure accuracy, obtains family approval, and submits for payment. Submits monthly expense reports.
  • Runs business and personal shopping/errands, places orders as requested, and assists with pick-up or drop-off of people or cars as needed.
  • Performs other special projects and duties as requested.


  • Availability to be “on-call” to assist with any travel related issues/problems.
  • Researches and suggests ideas/venues related to travel and creates trip itineraries.
  • Regularly books commercial or private domestic and international flights for family members.
  • Regularly arranges private ground transportation for family members.
  • Ensures cars, campers, vans are prepared prior to travel/trips.
  • Sends lodging options for family to review, book and handle payment, confirmation, itinerary, planning, etc.
  • Plans large group travel (including flights, lodging, activities, etc.)

Family Liaison/Household Assistance

  • May assist with purchasing, leasing and/or renting by working directly with realtors, interior design firms, storage units, project managers, and contractors on behalf of the family members.
  • Attends site visits to potential properties/residences.
  • Travels to locations of residences to assist with moves as needed.
  • Prepares and provisions multiple local and non-local residences (groceries, schedule housekeeping, arrange for package delivery, place orders as requested, etc.).
  • Coordinates and assists with all aspects of vehicle purchasing, maintenance, customization, and registration/license renewals.

What You’ll Bring

  • 1-3 years administrative support experience 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, phone/video conferencing, and the internet.
  • Excellent organization skills with ability to initiate, prioritize, follow through on projects, and be self-directed.
  • Ability to see “big picture” and display foresight and perspective with the ability to anticipate needs and initiate projects accordingly.
  • Comfortable in making recommendations based on research and known preferences.
  • Excellent verbal and written communications skills; resourceful and assertive in gathering information to effectively communicate.
  • Good judgment and decision-making skills.
  • 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 be flexible in work hours during unexpected schedule changes and emergency situations. Some weekends and nights will be required.
  • Willingness to travel to family properties and other locations as requested in support of family, events, etc.
  • The family’s privacy is incredibly important; therefore, the highest level of confidentiality in the family’s business and personal matters must be exercised at all times.
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