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Administrative Assistant

2 months ago

Columbia, United States Fairway Management, Inc. Full time
Job DescriptionJob Description

COMPANY - Fairway Management, Inc.

TITLE - Administrative Assistant

LOCATION - Columbia, MO

SCHEDULE - In office daily, Monday through Friday.


POSITION SUMMARY / PURPOSE

The Administrative Assistant for Fairway Management (FWM) reports into the Business leader for FWM but also supports on occasion leadership of the parent company, JES Holdings. This role provides office support for the leadership team and coordinates travel and meeting arrangements in addition to various other administrative duties and tasks that are listed. .


ESSENTIAL FUNCTIONS

  • Provides administrative support and assistance to Executives and Department Directors. Maintains appointment schedule by planning and scheduling meetings, conferences and teleconferences.
  • Books all travel; including, private and commercial flights, ground transportation, hotel reservations and make dinner reservations as requested.
  • Creates detailed itineraries outlining all travel information for Executive.
  • Collects receipts and reconciles credit cards monthly.
  • Open and distribute incoming mail.
  • On call for all business and personal questions/concerns.
  • Send in credit card authorizations for all staff travel.
  • Assist Founder, President, all VP and Directors when in the Columbia office.
  • Compile daily log of tenant complaints; distributes weekly to leadership team to ensure all open calls have been returned.
  • Orders uniforms as needed.
  • Sends out monthly birthday cards and incentives to Fairway Management staff.
  • Manage vendor relationships, including sourcing, negotiating contracts, ensuring timely delivery of goods and services, and maintaining effective communication to meet project requirements and quality standards.
  • Run daily/weekly reports that get sent to leadership team and outside stakeholders.
  • Update management agreements as needed.
  • Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
  • Coordinate Guys/Girls house stays for senior leadership team.
  • Event Planning (Fairway Days, Regional Meeting, Ribbon Cuttings/Ground Breakings, In Office Events)
    1. Plan, coordinate, and execute small to large-scale events, including securing venues, planning meals, arranging lodging accommodations, and organizing activities.
  • Track and renew real estate licenses across multiple states, ensuring compliance with regulatory requirements and deadlines.
  • Register staff for conferences, including managing registrations, obtaining hotel rooms, coordinating schedules, and ensuring all logistical details are handled efficiently.
  • Purchase training for staff on an as needed basis.
  • Ensure new staff obtain gas cards and Concur accounts to facilitate seamless operational continuity.
  • Make purchases for properties as needed.
  • Order lunches as needed.
  • Notarize documents as needed.
  • Work with Marketing on material requests as needed.
  • Assemble materials for meetings and conferences as needed.


ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES

  • Knowledge of general office practices and procedures.
  • Demonstrates competency with Microsoft Office products, including Word, Excel and Power Point.
  • Demonstrates verbal and written communication skills.
  • Must have the ability to work independently and cooperatively with various levels of staff, leadership and outside agencies/business partners.
  • Possesses excellent analytical, judgment, customer service and organizational skills.
  • Expresses strong conflict management skills, tact and the ability to remain poised under pressure.



MINIMUM EDUCATION/EQUIVALENT EXPERIENCE REQUIREMENTS

High School Diploma, Associates Degree preferred.

2+ years’ experience in secretarial, office or project coordinator role.

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