Executive Assistant Job at Adamy Valuation in Grand Rapids

Job Type

Part-time

Description

Location: Grand Rapids, MI

Reports To: Chief Operating Officer (COO)

Job Type: In-Person (with flexibility)

Hours: 20-30 hours/week

JOB SUMMARY

We are seeking a highly organized and proactive Executive Assistant to join our team. This individual will play a critical role in supporting executive leaders by effectively managing daily office operations, facilitating seamless communication, and assisting with recruiting initiatives. The Executive Assistant will help enhance the productivity of executive leaders and the team by ensuring efficient task management, prioritizing responsibilities, and maintaining a well-organized office environment. Success in this role will be defined by the ability to proactively address challenges, improve processes, and contribute to a collaborative atmosphere that drives the overall effectiveness of our operations.

KEY RESPONSIBILITIES

Executive Support

• Serve as the first point of contact for email, filtering and prioritizing messages while ensuring critical information is readily available.
• Manage calendars using Outlook, coordinating appointments and meetings effectively.
• Organize and maintain notes, ensuring easy access to important information.
• Ensure to-do lists are prioritized effectively, holding the executive leaders accountable for deadlines and deliverables.
• Enter data into Salesforce, including contacts, expenses, and opportunities.
• Assist with logistics for quarterly team summits and events with external contacts.
• Coordinate travel arrangements, including itineraries, accommodations, and transportation for executives.
• 24-hour turnaround on tasks to maintain operational efficiency.

Recruiting Support

• Primary liaison with candidates, ensuring a positive experience through timely communication, scheduling interviews, and providing clear instructions for in-office visits.
• Manage and update the candidate pipeline within Paylocity, ensuring accurate tracking of applicant status and facilitating smooth transitions through each stage of the hiring process.
• Coordinate logistics for interviews, ensuring that all necessary participants are informed and prepared.
• Assist in creating and maintaining recruitment documentation, including job descriptions, interview guides, and candidate feedback forms, to streamline the hiring process.
• Identify areas for improvement and optimize recruiting efforts.

Office Management

• Maintain office organization, including stocking kitchen supplies and setting up conference rooms for meetings.
• Manage daily operational tasks such as dishwasher maintenance, distributing mail, mailing packages, watering plants, and keeping the office tidy.
• Oversee the cleaning service and ensure a professional office environment.
• Manage supply inventory, including snacks and drinks.

CORE VALUES

The firm operates on core values that define our culture and drive our work:

• Unbiased Integrity: We will not let anyone's agenda bias our work and will provide opinions we believe in while defending them.
• Tenaciously Committed to Quality: If it is worth doing, it's worth doing well; we pay attention to details and strive to make the complex simple and easily understood.
• Intellectually Curious: We want to know what makes each business tick and seek to understand the people and organizations we study.
• Quietly Confident: We approach challenges with the confidence to ask questions and seek answers, knowing our value lies in our thoroughness.
• Accountable to the Team: We invest in each other's success, take ownership of our responsibilities, and celebrate team achievements.

WORK ENVIRONMENT

This role offers flexible hours to accommodate the candidate's schedule, with core hours falling within the 8 AM - 5 PM workday. Daily office visits will be necessary for the most part, but some hours can be completed virtually as agreed upon in advance. The firm fosters a quiet, professional atmosphere with remote interactions across multiple states. All candidates are welcomed, our firm values diverse perspectives.

GROWTH OPPORTUNITIES

This position offers potential for exploring future opportunities as the company expands and could grow in hours, up to a full-time position, after 9-12 months if there is mutual interest.

PART-TIME BENEFIT PACKAGE

Health Insurance available if over 24 hours/week

Flex Spending and Dependent Care

401K Safe Harbor Plan

PTO and other job perks

Requirements

QUALIFICATIONS

• Proven experience as an executive assistant, personal assistant, or in a similar role, preferably supporting senior executives.
• Experience with email and calendar management required and experience with recruiting is preferred.
• Proficiency in Microsoft Office Suite, Salesforce, Paylocity (or similar HRIS), and familiarity with the Entrepreneurial Operating System (EOS) is preferred.
• Strong problem-solving skills with the ability to anticipate needs and act proactively.
• Excellent communication skills with the ability to give and receive direct feedback.
• Ability to manage multiple tasks in a fast-paced environment with minimal supervision.

TRAITS

• Intellectual curiosity and a passion for continuous improvement.
• Quick-thinking and able to resolve issues effectively without prolonged deliberation.
• High professionalism and a strong sense of accountability; a no-drama attitude is essential.
• A collaborative spirit, recognizing that this role is essential for mutual growth and success.
• Curiosity and eagerness to learn, focusing on understanding the "why" behind tasks rather than just checking boxes.
• A mindset geared towards process improvement, with the initiative to suggest and implement better solutions for how tasks are approached.