Guest Experiences & Operations Assistant

The Opportunity:

The Guest Experiences & Operations Assistant is responsible for delivering a best-in-class guest and workplace experience through exceptional hospitality, professional reception services, and operational support. As the organization's first point of contact, this role welcomes and assists visitors and guests, coordinates workplace and facility-related activities, supports meetings and events, and provides administrative assistance as assigned.

What You'll Do:

Reception & Guest Experience

• Monitor telecommunications systems for all incoming calls; transfer calls to appropriate extensions or voicemail, take detailed messages, handle inquiries professionally, and direct requests to the appropriate team members. Take initiative to resolve general inquiries independently.
• Serve as the first point of contact for visitors and guests, providing an exceptional hospitality experience from arrival through departure. Welcome visitors, coordinate guest arrivals, facilitate building access and visitor protocols, offer refreshments, and, when applicable, personally escort visitors to their destination while ensuring they feel informed, comfortable, and cared for throughout their visit.
• Maintain a safe, secure, and welcoming environment by adhering to established building security, safety, and visitor management protocols and standards.
• Partner with internal teams to prepare for meetings, events, and special visits, ensuring spaces, materials, and hospitality arrangements are coordinated in advance.
• Maintain reception desk operations, service standards, and daily office opening procedures to ensure a professional, welcoming, and well-functioning environment.
• Monitor guest schedules and building calendars to anticipate needs and ensure seamless arrival and departure experience, including oversight of visitor services such as parking validation, temporary access cards, and other access and hospitality-related processes.
• Distribute daily newspapers and follow up with appropriate contacts regarding missing deliveries.
• Provide coverage for reception team members during scheduled breaks, vacations, and other absences.
• Handle multiple priorities, deadlines, and confidential information with exceptional attention to detail and follow-through.
• Ensure operational readiness of office equipment, including postage systems, printers, toner, paper, and related supplies; coordinate maintenance and replenishment as needed.
• Oversee the efficient management of incoming and outgoing mail, packages, courier services, and deliveries, ensuring materials are organized, tracked, and delivered to the appropriate recipients in a timely and accurate manner.
• Serve as a liaison with facilities, security, vendors, and building service providers to support daily workplace operations and visitor needs.
• Maintain a clean, organized, and welcoming reception area and common spaces in partnership with the Facilities Operations team.
• Identify opportunities to improve workflows, strengthen service delivery, and promote operational consistency; provide input and support implementation of enhancements that improve efficiency and the overall visitor and employee experience.
• Maintain and update reception procedures, service standards, and best operational practices, ensuring they are consistently documented, followed, and refined to support continuity and a high level of service.

Administrative & Operational Support

• Provide department level administrative and operational support for task-oriented projects and assignments, including collating and assembling materials, preparing meeting and event packets, supporting large-volume ordering efforts, and ensuring accurate and timely completion of assigned deliverables.
• Prepare, organize, and facilitate internal and external shipments, mailings, packages, and deliveries, ensuring materials are presented professionally and distributed accurately.
• Support purchasing, inventory coordination, and fulfillment activities through approved vendors and suppliers.
• Create, maintain, and organize files, forms, records, binders, and other reference materials to support efficient operations.
• Provide support for cross-functional initiatives, departmental priorities, seasonal programs, and special projects across RDV Corporation as assigned, demonstrating flexibility, attention to detail, and a commitment to service excellence.

What You'll Bring:

• High School diploma required; Associate degree preferred.
• Some experience as a receptionist or administrative assistant in a professional, fast-paced corporate environment, with clerical responsibilities and strong customer service skills preferred.
• Consistently deliver exceptional service while contributing to a welcoming, professional, and positive workplace experience.
• Excellent verbal and written communication skills.
• Ability to organize, prioritize, follow through on projects, and work independently.
• Must be attentive to details to ensure the safety of visitors and support a secure, professional, and well-managed workplace environment.
• Must work effectively and cooperatively with all levels of management with the highest level of confidentiality and adjust/share duties as required.
• Demonstrated proficiency in Microsoft Office applications; database experience preferred.
• Working knowledge of office machines and equipment (copier, printer, postage meter, etc.).
• Personal demeanor, which is professional, mature, courteous, cheerful, outgoing, and gracious.
• Must demonstrate a high degree of integrity, ethics, discretion, and dedication to the mission of the organization.
• Must be able to lift/transport boxes of approximately thirty (30) pounds; stoop, bend, and climb steps and stairs.