Administrative Assistant

Grand Rapids, MI

W Talent Solutions


Reports to: Office Manager


Schedule: Full-time work schedule. M-F, 8:30-5. 24/7 career mindset.


Location: Grand Rapids, MI. On-site M, W, TH, opportunities to be remote, based on business needs.



W Talent Solutions, formerly, Hire For Hope is an award-winning recruiting and talent consulting agency transforming the way companies identify and optimize their employees. We place the right person in the right seat, every time. Excellent business is our goal and giving back to the community is our mission. W Talent Solutions donates ten percent of its profit to a local domestic violence agency supporting women and children throughout West Michigan.


We are looking to add a like-minded, socially conscious professional to the team, who has a love and passion for people and purpose.



Are you a driven professional with an intrinsic motivation to be successful?

Are you a self-starter who takes action without question?

Do you learn quickly and have a passion for self-growth?

Do you see the glass half full?

Are you business and tech-savvy with a bootstrapper mentality?

Are you a passionate culture ambassador?

Are you motivated by a fast-paced environment that requires precise execution?

Do you consider yourself highly detailed with exceptional follow-through?

Are you flexible, adaptable, and able to add to a winning team culture?

Are you confident in yourself to be autonomous in a start-up environment?

Then this could be a great partnership!



In the quickly evolving landscape of a startup firm, we are looking for someone to wear many hats. Objectives include:


Business Administration + Facility Operations –

  • Schedule meetings and assist in managing the leadership team’s emails and calendars as needed.
  • Schedule travel for leadership team.
  • Note-taking during company-wide meetings and applicable team or client meetings.
  • Writing draft proposals and content for the leadership team, communicating to stakeholders as needed.
  • Maintain a hospitable, welcoming work environment for employees and clients.
  • Run errands for leadership team as needed.
  • Manage documentation of business assets and company equipment.
  • Oversight of client gifts, promotional items, and holiday gift process.
  • Maintain and creatively add to office hospitality, creating an executive sanctuary for employees, clients, and guests. Act as the face of the firm when guests arrive. Serve beverages, order lunches, take jackets, and always maintain a comfortable atmosphere.
  • Stock and maintain office inventory, supplies, snacks, and beverages as advised by manager.
  • Research competitive pricing on additional business tools, software, vendors, etc.
  • Be the leader for planning and executing both internal and external company events, utilizing support from interns.
  • Leading organizational culture and community efforts to support our mission. Planning volunteer events with our community partner.
  • Manage the CEO’s personal social media as advised (LinkedIn, Instagram, and Facebook).
  • Assist in graphic design in Canva, enhancing PowerPoints, and creating marketing material as needed.


Human Resources –

  • Culture ambassador and enhance employee experience.
  • Maintaining internal job descriptions as needed and instructed by the leadership team.
  • Documentation of employee attendance, time off, vacation, and paid holidays.
  • Maintain employee files.
  • Team training and business announcements on relevant topics.
  • Employee expense reports and reimbursements each month.
  • Manage payroll with guidance from manager.
  • Management of Trello Onboarding program. Assist in all aspects of employee onboarding. Setup employee station, prepare first day agenda with leadership team, and enhance onboarding process.
  • Jump in as needed in other functional departments, including but not limited to sourcing candidates, phone interviews, candidate reference checks, and much more.


Finance –

  • Bookkeeping activities.
  • Process Accounts Payable and Accounts Receivable (AP/AR).
  • Assistance in reconciling monthly books and maintaining chart of accounts.
  • Maintain and reconcile daily bank and credit card transactions for Corporate Entity.
  • Monitor bank activity for all entities (current and future).


Other –

  • Highlight our unique, philanthropic business model to all prospects, clients, and stakeholders.
  • Be a part of a team that invests in the community and gives back 10% of company profit to nonprofits that serve women experiencing domestic violence in the West Michigan community.
  • Cross function with all internal departments.
  • Blogging as needed in areas of expertise or as ghost-writer for leadership team.
  • Participate in team and volunteer events.
  • Light travel as needed to run errands and deliver gifts to clients.
  • Other duties as required.



  • Bachelor’s Degree in Finance, Accounting, Human Resources, or equivalent preferred.
  • 1 year+ in multi-faceted business support role with emphasis on human resources, marketing, and/or finance.
  • Systems Experience Preferred: Canva, LinkedIn, QuickBooks, Applicant Tracking System, CRM, and Microsoft Suite.
  • Previous experience in research, event planning, office hospitality, and employee experience functions.
  • Personal competence and high emotional intelligence.
  • Behavioral traits required include: social poise, ambition, resourcefulness, grit, creativity, enthusiasm, openness, adaptability, and attention to detail.
  • Ability to handle high volumes of confidential information sensitively and discretely.
  • The ability and confidence to gain trust of stakeholders and communicate effectively to all parties.
  • A track record of personal accountability, strong work ethic, integrity, and proven organization skills.
  • Excitement and knowledge that this requires a 24/7 career-mindset.



  • Hybrid work environment, moderate noise level for an office environment
  • Height adjustable desks available
  • Ability to interact face-to-face and over the phone
  • Ability to purchase alcohol
  • Ability to lift, bend, carry, squat, push, pull
  • Ability to lift and carry 30lbs
  • W Talent Solutions is an inclusive employer and reasonable accommodations may be made for candidates and employees with disabilities.


W Talent Solutions is an equal-opportunity employer.


All candidates will be asked to complete behavioral and cognitive assessments as part of the interview process.