Contract Admin

Smith & Loveless•Lenexa, KS

5d•Onsite

About The Position

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. The role involves interfacing with executive visitors, screening calls, managing calendars, providing follow-up reminders for responsibilities, maintaining lists of contributions, publications, and memberships, generating check requests, handling filing, faxing, and scanning for executives and the legal department, reviewing and composing correspondence, arranging corporate travel, processing payroll and voucher checks, logging executive commentaries, assisting with performance reviews, preparing for executive staff and product enhancement meetings, managing departmental time cards, notarizing documents, distributing corporate documents, assisting with company guests, ordering and sending Christmas cards, distributing news and links to international representatives, handling international FedEx mailings, providing backup for the Legal Assistant, and undertaking special projects as requested. The role requires maintaining a neat and clean work area.

Requirements

High school diploma or GED equivalent.
5 years executive level administrative assistant or secretarial experience.
Exceptional communication/conversational skills along with strong grammar.
Ability to handle sensitive and confidential information.
Organizational and multitasking skills.

Nice To Haves

Some college level study with strong emphasis on English and grammar preferred.

Responsibilities

Perform a variety of administrative duties.
Assist the CEO of Smith & Loveless, Inc. and the Executive Vice President/ President of the International Division.
Interface with executive visitors in a gracious manner.
Screen incoming calls and refer 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.
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, compose letters as directed, and keep 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.
Perform special projects as requested by the CEO and Exec. VP/ President, International Division.
Keep work area neat and clean.