EXECUTIVE/LEGAL/CONTRACT ADMIN

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.

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