EXECUTIVE/LEGAL/CONTRACT ADMIN

SMITH & LOVELESS INC; Lenexa (KS); On-site; USD 45,000 - 65,000; Full time

Job summary

SMITH & LOVELESS INC in Lenexa, Kansas seeks an experienced executive administrative assistant to support the CEO and EVP/President of the International Division. The role includes calendar management, travel coordination, and confidential document handling.

Responsibilities include processing payroll-related tasks, notarizing documents, reviewing correspondences, and preparing for executive performance reviews. Strong English, discretion, and organizational skills are essential.

Qualifications

• Executive level administrative assistant experience required.
• Strong grammar and excellent written/verbal communication.
• Ability to handle sensitive and confidential information.

Responsibilities

• Interfaces with executive visitors and screens calls.
• Maintain CEO and executive calendars; coordinate with CEO daily.
• Prepare travel itineraries and review travel expenses.
• Process payroll related tasks and maintain logs.
• Notarize documents and manage corporate seals.
• Review correspondences, draft letters, and maintain confidentiality.
• Assist in preparing for executive performance reviews.
• Handle time cards for department staff and coordinate with payroll.

Skills

Executive support

Calendar management

Travel coordination

Payroll processing

Notary

Education

High School Diploma or GED

Some College (English emphasis)

Tools

MS Office

Job description

GENERAL STATEMENT OF RESPONSIBILITY: This position is accountable for performing a variety of administrative duties; assisting the CEO of Smith & Loveless, Inc. and the Executive Vice President/ President of the International Division.SPECIFIC DUTIES:Interfaces with executive visitors in a gracious manner, screens incoming calls and refers them to others within the organization when appropriate.Keep a calendar of appointments for the CEO and coordinate with him daily. Check “Call-up” file daily and give follow-up reminders to the CEO and other managers/supervisors of upcoming responsibilities. (i.e.: reminders for safety inspections, shop maintenance schedules, etc.)Keep master lists of all charitable contributions given, all free/paid publications received, and any memberships held. Generate check requests for expenses and submit for approval from the CEO, including renewals, subscriptions, contributions, etc.Maintain all filing, faxing, and scanning for the CEO, the Exec. VP/ Pres., International Div., and the Legal department as needed.Review incoming and outgoing correspondences, composes letters as directed, and keeps appropriate matters confidential at all times.Arrange for corporate travel as requested and generate itineraries to distribute to the appropriate parties as needed.Review Proforma estimates of travel expenses before submitting to the CEO for approval and maintain a log of the United Travel card, review invoices monthly and submit year-end report to the CEO.Process payroll and voucher checks; record in logs, submit for CEO approval and return to payroll.Log in Executive Commentaries each month and assist the CEO and Executive VP in preparing for performance reviews.Prepare annual fiscal schedule for Executive Staff Meetings and schedule the annual Product Enhancement Meeting.Handle departmental time cards and check to make sure completed cards are signed by a supervisor before sending to payroll.Notarize documents and keep Corporate Seals for S&L and its subsidiary companies, coordinate circulation or distribution of corporate documents for signatures.Assist in preparing for the arrival of Company/corporate guests.Order, process and send Christmas Cards for the corporation.Distribute, as per the President of the International Division, News Distributor and Links to international representatives and handle International Federal Express mailings.Back-up for Legal AssistantSpecial projects as requested by the CEO and Exec. VP/ President, International Division.Keep work area neat and clean.EDUCATION: High school diploma or GED equivalent. Some college level study with strong emphasis on English and grammar preferred.EXPERIENCE: 5 years executive level administrative assistant or secretarial experience.SKILLS & ABILITIES: Exceptional communication/conversational skills along with strong grammar; ability to handle sensitive and confidential information; organizational and multitasking skills;PHYSICAL REQUIREMENTS: Normal office environment.EQUIPMENT: PC, phone, fax, copier, scanner and other office equipment as necessary.OTHER: