Administrative Coordinator / Executive Scheduler (in-office, full-time)

AMDG Architects seeks an administrative pro who can balance concierge-level service of the team members, clients, and partners with protecting the Firm's energy, focus, and time. This is a very dynamic, (mostly) internal-facing role in a fast-paced firm. No two days will be alike. The ideal person effectively and proactively communicates, chases/coordinates/distills information well, loves the puzzle of shifting schedules and priorities, and has a gift for elevating others through their support (and sometimes wrangling). This is a full-time position that is 100% on-site in our downtown Grand Rapids, Michigan office. The person will report to the Finance + Administration Manager and provides key support to the CEO and COO, while also working very closely with senior project leaders and our project coordinators. Below is a breakdown of responsibilities. Please know that this is just an estimate and it could very from week to week. 50% - Scheduling / Meetings / Events Maintain and protect the CEO's/President's and COO's calendars. Support the scheduling / tracking / follow up of AMDG leadership + key project teams. Maintain oversight of the company calendar to include scheduling project-related meetings as well as those internally (staff-only) Make sure meeting rooms are set-up/cleaned-up and people are moving when we have high-traffic days. Have an awareness of what is happening in our space daily and into the future so that meetings and events are best scheduled. 35% - Hospitality + Administrative Support Greet guests in the office, answer phones, and direct calls with excellent judgment related to interruptions and urgency. Oversee inventory and order office supplies and equipment. Ensure a well-maintained office space both in cleanliness, set-up, and organization. Everything has a place! Maintain the current contact database and ensure it is up to date. Aligned with the COO's vision, support the Finance + Administration Manager and AMDG’s people programs including team events, employee appreciation and recognition, and staff development. Assist with human resources processes including recruitment, onboarding, benefits administration, employee file management, and end of employment tasks. 15% - Business Development + Marketing Provide support to the Business Development + Marketing team for our Speaker Series, photography shoots, proofing, coordination, data entry, and other support as requested. The right person: Aligns with AMDG’s core values of being convicted by our mission, built to serve, dedicated to excellence, and driven to improve. Has at least seven years of experience in a comparable role where a significant portion of the responsibilities included scheduling, maintaining complex calendars, and supporting executives. Understands trust is paramount and has an exceptional standard of confidentiality, sensitivity, and respect for personal information. Gets fed through serving/elevating others and ensuring well-run operations, and does not need to be in the spotlight. Has a knack for fostering collaboration and meaningful teamwork while also keeping a team of dreamers and creatives within scope and budget. Can find creative solutions when resources (time, money, support) are limited. Has excellent communication skills and an ability to prioritize competing deadlines. Prioritizes relationships and knows how to cultivate partnerships. Shows strength adapting to a variety of personalities and a keen ability to anticipate and prepare for people’s needs. Has strong organizational skills, stays on top of a multitude of tasks, and consistently follows-up to ensure work gets done. We will not reply to inquiries from recruiters and third-parties. No phone calls please. We will not reply to inquiries from recruiters and third-parties. Job Type: Full-time Pay: $45,000.00 - $60,000.00 per year Benefits: 401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Vision insurance Schedule: Day shift Monday to Friday On call Ability to Commute: Grand Rapids, MI 49503 (Required) Ability to Relocate: Grand Rapids, MI 49503: Relocate before starting work (Required) Work Location: In person