Project and Administrative Coordinator

RDV Corporation/RDV Staffing • Grand Rapids, MI, US • 1w ago

The Opportunity
The Project and Administrative Coordinator provides critical project management and administrative support to the Director of Experiences and Learning. Working collaboratively with the Experiences & Learning team helps ensure learning initiatives, retreats, and engagement programs stay on track by monitoring timelines, tracking deliverables, and facilitating cross-functional collaboration to support timely progress and alignment across teams.
The ideal candidate is highly organized, detail-oriented, and proactive—skilled in assisting with communications, documentation, and logistics with precision, while anticipating needs and contributing to continuous improvement across the team.

Our Unique Benefits
At RDV, we are intentional about enriching our culture and employee 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%.
Grab and Go Deli/Market with employer-provided account credit of $650/year.
Paid Time Off (PTO) starting at 22 days per year in addition to paid holidays.
Fun culinary experiences and connecting with co-workers at monthly catered lunches, free of charge to employees.
Employer paid parking in the heart of downtown Grand Rapids.
Education and training reimbursement programs.
Discounted memberships to MVP Sportsplex.

What You'll Do
Project Management Support

Support the Director of Experiences and Learning in tracking the progress of departmental projects and initiatives, including retreats, significant events, and Journey of Learning programs.
Maintain project timelines, task lists, and deliverables to ensure initiatives stay on schedule.
Coordinate with team members and stakeholders to gather updates, identify potential delays, and ensure alignment across workstreams.
Track and process invoices related to project activities, ensuring timely submission and payment in collaboration with the finance team.
Support budget tracking and maintain accurate records of expenses and financial documentation.
Prepare for project check-ins by organizing agendas, capturing meeting notes, and tracking follow-up actions.
Assist in post-project evaluations and contribute to documentation and process improvements.

Administrative Support

Provide high-level administrative support to the Director of Experiences & Learning, including scheduling, meeting coordination, expense reporting, and other day-to-day tasks, including travel coordination.
Organize and maintain shared resources, and documentation systems.
Manage multiple priorities and deadlines with strong attention to detail, follow-through, and discretion.
Pro-actively look for, suggest, and act on creative, and innovative ways to achieve desired outcomes.
Demonstrate an ability to recognize potential problems, needs and/or inefficiencies, and pro-actively develop and propose solutions.
Oversee general office coordination tasks, including shipping, ordering office and event supplies, and arranging travel logistics.

What You'll Bring

Bachelor’s degree in Project Management, Education, Communications, Business Administration, or a related field preferred.
2–4 years of experience in project coordination and/or administrative support roles. Project Management Professional (PMP) Certification a plus.
Strong organizational and time management skills with exceptional attention to detail.
Excellent written and verbal communication abilities.
Proficiency in Microsoft Office, project management tools (e.g., Asana, Trello, Smartsheet), and virtual collaboration platforms.
Meticulous eye for detail and a strong commitment to accuracy.
Ability to manage multiple priorities and uncompromised commitment to the highest level of confidentiality and comfort in dealing with highly sensitive information.
A proactive, flexible, and collaborative mindset with a focus on outcomes and continuous improvement.