Executive Administrative Assistant-Gardens

Connecting man and nature in a way that benefits both. Callaway Resort & Gardens is not just a fun place to visit, it's a fun place to work! Responsible for working directly with the Director of Garden Services and both Assistant Directors of Education in performing a variety of administrative duties that allow for efficient office operation. Verbal and written communication are important aspects for this position, as is the ability to professionally represent Callaway and its mission. The ability to work both independently and with a team is required. Education & Experience. High school diploma or equivalent Minimum of five years of experience in office management. Proficiency in Microsoft Office skills, with an ability to become familiar with company-specific programs and software. Possession of excellent interpersonal and verbal communication skills. Strong organizational and problem-solving skills with impeccable multi-tasking abilities. Physical Requirements Ability to obtain a driver's license for the state of Georgia within 30 days of employment. Ability to answer phones and communicate verbally with vendors and team members. Ability to sit for long periods of time. Ability to use a computer for long periods at a time. Ability to load paper into printing and copying devices Other requirements. Be able to evaluate and select among alternative courses of action quickly and accurately. Be able to effectively listen to, understand, and clarify concerns and issues raised by team members and guests. Be able to perform basic math functions Be able to work well in high-pressure situations while maintaining composure and objectivity, including the ability to listen carefully to and resolve issues. Must be self-motivated, work well under pressure, and be able to handle several projects at one time. Interact with all guests and team members in a friendly, service-oriented manner. Maintain regular attendance in compliance with Callaway standards. Uphold high standards of personal appearance and grooming to include wearing a nametag when working. Comply with Callaway standards and regulations to encourage safe and efficient operations. Track Chapel revenue and expenditures and confirm that the amounts are consistent with statement amounts. Maintain dues and subscriptions database. When requested, create requisitions for team members that need purchase order (PO) numbers, sending to appropriate approval/final approval authority in ADACO. Create PO numbers after Director and Assistant Directors (or President & CEO) final approves requisitions and notify team member requesting PO numbers. If requested, place orders with vendors for team members (i.e. uniforms) With appropriate documentation, receive PO numbers in ADACO and use to process invoices when they are received. Monitor Paycom team member timecards for managers that are out or for departments that are without managers to include letting team members know of missing punches and potential overtime. Once received from managers, input schedules for Chapel, Discovery Desk, Forestry & Drives. Type up Timecard Change Authorization Forms when requested by management and scan and send to Payroll. Maintain vendor files. Maintain chemical application forms. Coordinate summer and winter uniform fittings. Order office supplies. Coordinate copier maintenance and repairs. Type appropriate check requests and business reimbursement forms, confirming accuracy of amounts, obtain appropriate signatures, make copies and turn in to Accounts Payable. Pick up reimbursement checks at Accounts Payable for appropriate team members. Weigh, meter, and deliver out-going mail to the Post Office Monday, Wednesday, and Friday of each week. Prepare internal and external documents as assigned by Gardens leadership If requested by management, schedule departmental meetings and appointments. Develop and implement Standard Operating Procedures for invoicing, reimbursements, expense reports, and associated accounting responsibilities . Coordinate and provide annual MOD schedule. Maintain an organized filing system of paper and electronic documents. Uphold a strict level of confidentiality. Place and track in-house orders. Perform other duties as assigned by supervisors or management. Attend all meetings/training as required by supervisor or manager. Job Posted by ApplicantPro