Administrative Assistant

Job Description

Part-Time Administrative Assistant at SILVA

Reports To: SILVA Founder, Mark Secchia

Compensation: $22.50/hour

Performance Review: Annually, based on employment start date Schedule: Approximately 20 hours per week

Position Overview

SILVA and The Big Room are seeking a highly organized and dependable Part-Time Administrative Assistant to support the Founder in daily operations, long-term projects, and organizational initiatives.

This role combines administrative support, project coordination, facilities management, and team communication. The ideal candidate is proactive, detail-oriented, systems-minded, and comfortable managing multiple responsibilities at once. Spanish language proficiency is required to effectively communicate with and support our Spanish-speaking janitorial team.

The position includes:

• Two consistent full working days on-site
• One half-day working remotely
• Flexibility for the employee to choose their regular on-site workdays

You will work closely with a diverse management team and play an important role in improving communication, organization, and operational efficiency throughout the company.

Key ResponsibilitiesAdministrative Support & Project Coordination

Assist the Founder with operational, administrative, and strategic projects across SILVA and The Big Room. Responsibilities may include:

• Researching and evaluating cost-saving opportunities
• Assisting with construction and improvement projects
• Coordinating with IT vendors and outside service providers
• Conducting market research related to private events and business development
• Tracking projects, timelines, and follow-up items

Organization & Systems Management

Help improve company organization and operational systems by:

• Organizing paper files and digital records
• Managing and maintaining Google Drive systems
• Assisting with the creation and organization of standard operating procedures (SOPs)
• Developing systems that are easy for staff and managers to follow

Facilities Repair Coordination

Serve as the primary point of contact for outside maintenance and repair vendors, including:

• Fire suppression providers
• HVAC contractors
• Plumbing companies
• Recycling and waste removal vendors
• Other facility-related service providers

Responsibilities include both scheduled maintenance coordination and responding to urgent facility issues when needed.

Facilities Maintenance Coordination & Translation

Coordinate communication and scheduling with the Spanish-speaking janitorial team. Responsibilities include:

• Translating conversations and instructions between management and staff
• Helping ensure all team members feel informed, supported, and included
• Assisting with scheduling, task coordination, and communication needs

Occasional Personal Assistance

Provide occasional assistance with personal projects and coordination tasks for the Founder. Founder is head of the Community Legends project placing bronze statues downtown, is on the ArtPrize board, is on a Chamber of commerce government oversight committee, is president of the River North Business Association, and has various other commitments. You may be asked to be of administrative assistance in those endeavours..

Qualifications

• Strong organizational and time-management skills
• Excellent memory and ability to track multiple projects, deadlines, and responsibilities
• Ability to create and maintain clear systems and processes
• Professional communication skills
• Spanish language proficiency required
• Comfortable taking initiative
• Experience with Google Drive and general office technology preferred

Work Environment & Perks

• Free on-site parking in SILVA’s indoor parking garage
• Complimentary daily staff meal provided each afternoon
• Flexible and collaborative work environment
• Opportunity to contribute to a unique hospitality and entertainment business culture

Pay: $22.00 - $23.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Grand Rapids, MI 49503