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.
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:
Skills Required
- High school diploma or GED equivalent
- Five years of executive-level administrative assistant or secretarial experience
- Exceptional communication and conversational skills
- Strong grammar skills
- Ability to handle sensitive and confidential information
- Strong organizational and multitasking skills
- Some college-level study with strong emphasis on English and grammar
What We Do
Smith & Loveless Inc. provides pre-engineered water and wastewater treatment and pumping systems for municipalities, developments, industry, and governmental facilities, protecting the world's water and people with their solutions.
