EXECUTIVE/LEGAL/CONTRACT ADMIN

Smith & Loveless; Lenexa (KS); On-site; USD 45,000 - 65,000; Full time

Job summary

Smith & Loveless, Inc. in Lenexa, KS, seeks an experienced Executive Assistant to support the CEO and the Executive VP/ President, International Division. You will manage calendars, coordinate travel, prepare reports and maintain confidential information.

The role requires strong English, excellent communication, meticulous organizational skills, and the ability to handle multiple tasks with discretion. Five years of executive‑level support experience is preferred.

Qualifications

• 5 years executive‑level administrative assistant experience.
• Strong English and grammar skills.
• Ability to handle confidential information and sensitive material.

Responsibilities

• Interface with executive visitors and screen calls.
• Maintain CEO and executive calendars; coordinate daily with CEO.
• Prepare letters and manage confidential correspondences.
• Arrange corporate travel and generate itineraries; track expenses.
• Process payroll and prepare routine financial logs; assist in reports.
• Back‑up support for Legal Assistant and other executive staff as needed.

Skills

Executive support

Communication skills

Organizational skills

Multitasking

Education

High school diploma or GED

Some college coursework

Job description

Job DetailsJob Location: S&L Inc - Office - Lenexa, KS 66215

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 Assistant
• Special projects as requested by the CEO and Exec. VP/ President, International Division.
• Keep work area neat and clean.

Qualifications

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.