Job Description

Duties and Responsibilities:

1. MoW Contract Coordinator (Quantity – 0.5 FTE, combined with Administrative Support Staff)

Draft, review, and manage contracts, amendments, attestations, and related documentation across multiple MoW contracts (global workforce engagements and contingent workforce agreements).

Track contract milestones, expirations, and renewals to ensure timely action.

Maintain contract records and documentation in PeopleSoft, Synapse and other contract management systems.

Coordinate contract approvals and signatures using tools such as DocuSign.

Ensure compliance with Fairview’s policies, legal requirements, and regulatory standards.

Collaborate with legal, procurement, finance, and operational teams to resolve contract-related issues.

Support audits and reporting related to contract activities.

Communicate effectively across time zones and remote teams.

Maintain proactive communication with internal and external stakeholders, managing tasks across time zones.

Handles work expeditiously, proactively

2. Administrative Support Staff (Quantity – 0.5 FTE, combined with MoW Contract Coordinator)

Multi Executive Calendar & Meeting Operations

Own complex, high-volume calendar management for multiple leaders; resolve conflicts, sequence priorities and maintain buffers and preparation time.

Schedule and coordinate meetings and appointments across time zones; manage holds, materials, and attendee communications.

Prepare agendas, meeting materials, minutes, and resolutions; track decisions, action items, and due dates to closure.

Executive Support & Communications

Draft, edit, and coordinate clear, concise written and verbal communications on behalf of executives; produce briefing notes, talking points, and summaries.

Populate PowerPoint presentations and data-informed reports suitable for senior leadership audiences.

Serve as a primary point of contact to triage requests, route issues, and ensure timely follow through across stakeholders.

Event, Travel & Logistics

Coordinate meeting logistics, including Teams meeting set-up

Confidential-Sensitive

Arrange travel (air, hotel, ground) and compile end-to-end itineraries and briefing packets.

Support light financial operations: prepare invoices for payment, reconcile expenses, and coordinate with vendors in line with policy.

Project Coordination & Tooling

Maintain trackers, timelines, and executive action logs; surface risks and propose mitigation options.