Operational Initiatives Administrator

Job Description

Job Description

Job Summary:

Some roles are defined by a title. This one is defined by the person in it.

As our Operational Initiatives Administrator , you are the connective tissue between our team, our office environment, and our company culture. You keep the rhythm of the business on track — not by being told what to do, but by reading what's needed before anyone has to ask. You take pride in an environment that's polished, a team that's informed, and a team that's supported.

This is a high-visibility, high-trust role. This is an experienced operational role for someone who has already proven they can run a complex environment independently and is looking for a place where that expertise is recognized and rewarded. You'll report to the HR Director and, over time, provide scheduling and calendar support as directed. You may come from an operations background, an office management background, and/or early-stage HR — what matters more than your path is your judgment, your discretion, and your ability to operate with professionalism in every interaction.

Location: This role is based out of our Grandville, MI office and requires consistent onsite presence five (5) days per week based on  business needs. Standard business hours are 8:00 AM – 5:00 PM; while we understand hours may flex with business needs, occasional remote flexibility may be available post-probationary period as previously noted. Reliable commutability to our Grandville office is a non-negotiable requirement for consideration.

Key Duties/Responsibilities:

• Coordinate and execute complex scheduling with external parties or for operational initiatives.
• Support the development and distribution of internal communications content that keeps the team informed, connected, and culturally aligned.
• Maintain the office environment in a constant state of readiness, ensuring all physical spaces are polished and professional, and serving as the primary point of contact for facility inquiries and immediate office needs.
• Support company-wide meetings, overseeing video systems, live chat engagement, and presentation flow.
• Conduct daily walkthroughs of the office to identify and resolve any facility or aesthetic issues before they impact the team.
• Manage vendor relationships and support office inventory needs to ensure the facility is fully stocked and operational at all times.
• Coordinate and execute internal culture projects, employee recognition initiatives, and onsite events in support of leadership-driven priorities, ensuring all logistics, catering, tech, and materials are confirmed well in advance.
• Provide flexible HR administrative support including maintenance and filing of employee records, talent acquisition coordination, and onboarding logistics.
• Support talent acquisition logistics including interview scheduling, candidate communications, and coordination as directed by the HR Director.
• Provide administrative support to the Compliance division which can include, but is not limited to, special projects, documentation, and operational initiatives.
• Other job duties, as assigned.

Required Skills & Abilities: 

• A Professional Mindset
  • A proactive attitude with a passion for creating a welcoming and high-functioning office environment.
  • A hospitality-first approach to office management, ensuring common areas, meeting rooms, and shared spaces are consistently functional, polished, and inviting.
  • Exceptional situational awareness and the ability to solve problems or anticipate needs before they escalate.
  • Proven ability to handle confidential information with the utmost discretion and sound judgment.
  • Ability to remain flexible and calm under pressure while managing shifting priorities and competing demands.
  • A visible, high-energy presence who actively engages with the office environment and the people in it.

• Communication & Professional Judgment
  • Strong written communication skills, including the ability to draft professional messages that match the company tone and audience.
  • Ability to evaluate how operational and administrative decisions impact team morale, culture, and leadership alignment.
  • Demonstrated ability to assess when to move independently versus when a decision requires leadership visibility or input.
  • Exceptional verbal skills for professional interaction with colleagues, executives, and external partners.
• Technical Execution
  • Proficiency in Google Workspace, Slack, and video conferencing platforms, with the ability to troubleshoot basic AV and hardware issues independently.
  • Strong organizational skills and the ability to manage multiple concurrent priorities with meticulous attention to detail, working independently in a fast-paced, complex environment.
  • Experience in vendor relations and coordination, ensuring high standards of service delivery and cost-effectiveness.

Preferred Skills & Abilities: 

• Working knowledge of AI productivity tools (e.g., Claude, Gemini).
• A basic eye for layout and design (e.g., Canva or PowerPoint) to support internal documentation, office signage, and culture and recognition materials.

Education & Experience:

While a Bachelor's degree is preferred, we are more interested in what you've done than where you studied. Candidates with a Bachelor's degree and a minimum of three (3) years of relevant experience, or a minimum of five (5) years of experience without a degree, across operations or office administration are encouraged to apply. We value your judgment, your discretion, and your track record of making complex environments look effortless.

Preferred Experience can include, but may not be limited to:

• Chamber, association, nonprofit, or startup/SMB (small-to-mid-size business) background
• Event logistics and coordination
• Non-profit experience
• Internal branding and culture material execution
• Working knowledge of HRIS (Human Resources Information Systems) or ATS (Applicant Tracking System)
• Cross-functional or executive-facing coordination

Physical Requirements:

• Ability to lift up to 50 lbs as needed for office logistics and event setup.
• Ability to sit or stand for extended periods throughout the workday.
• Ability to move throughout the office regularly, including walking between spaces and performing daily walkthroughs.
• Ability to perform light physical tasks related to office setup, breakdown, and maintenance as needed.
• Ability to access and navigate confined or limited-access spaces as needed for facility maintenance or equipment troubleshooting.
• Ability to operate standard office equipment including computers, printers, and AV hardware.
• Ability to use hands and fingers for keyboard operation, equipment handling, and physical setup tasks.

Total Rewards & Culture

• Financial & Future Security
  • Salary commensurate with experience and regular performance reviews.
  • 401(k) retirement plan to help you reach your long-term financial goals.
  • Company-paid Short-Term and Long-Term Disability, plus additional optional and voluntary life insurance plans.
• Health & Wellness
  • Premium insurance package (e.g. medical, dental, vision, pet insurance, etc).
  • Priority access to our diagnostic evaluation(s).

• • Paid Time Off (PTO) 
  • Ten (10) observed Paid Holidays (including your birthday!)
• The Hybrid Work Experience

• • A flexible hybrid model, designed to balance deep work with team synergy.
  • Our office features a regularly stocked pantry and pop machine with four (4) flavors to keep you fueled.
  • Regular company meetings provided lunches.
  • We welcome your well-behaved companions through our canine pet policy.

• Growth & Connection
  • Professional development opportunities 
  • A dedicated Professional Development Reimbursement Program to support your growth.
  • Team-building events to foster a strong organizational culture.

Equal Opportunity

Mentavi Health is an equal-opportunity employer. We embrace and encourage differences in age, color, disability, ethnicity, gender identity or expression, national origin, physical and mental ability, race, religion, sexual orientation, veteran status, and other characteristics that make our employees unique. We encourage and welcome diverse candidates to apply for any position you are qualified to bring your unique perspective to our team. To be considered for this position, candidates must be legally authorized to work in the United States on a full-time basis. We are unable to provide visa sponsorship (e.g., H-1B, TN, etc.) for this role now or in the future. Verification of employment eligibility will be required at the time of hire.