What are the responsibilities and job description for the Administrative Assistant Senior position at Stifel?
What You'll Be Doing:
What We're Looking For:
Education & Experience:
While our headquarters is in St. Louis, we have offices in New York, San Francisco, Baltimore, London, Frankfurt, Toronto, and more than 400 other locations. Stifel is home to approximately 9,000 individuals who are currently building their careers as financial advisors, research analysts, project managers, marketing specialists, developers, bankers, operations associates, among hundreds more. Let’s talk about how you can find your place here at Stifel, where success meets success.
At Stifel we offer an entrepreneurial environment, comprehensive benefits package to include health, dental and vision care, 401k, wellness initiatives, life insurance, and paid time off.
Stifel is an Equal Opportunity Employer.
The Sr Administrative Assistant performs a higher level of support on a variety of administrative functions. Supports the senior level leadership and department within Public Finance. Serves as backup to peers and works to facilitate the smooth operation of day-to-day department activities.
What We're Looking For:
- Assist the senior level leadership by maintaining calendars, scheduling appointments and meetings, and conference calls as needed; prepare agendas and make arrangements for meetings (room reservations, catering, etc.)
- Assist the senior level leadership and department with special projects and initiatives.
- Input client information into Customer Relationship Management (CRM) database and manages updates for group.
- Make travel arrangements via online system in accordance with Firm and department policy for the senior level leadership and department as appropriate.
- Process all expenses by creating reports via Corporate Accounting electronic expense system in accordance with Firm and department policy for the senior level leadership and department as appropriate.
- Attend conferences to assist with coordination of events, meetings, etc., as necessary.
- General office support to include: distribution of mail, office supplies, and invoices.
- Operate and maintain office equipment such as fax machines and copiers and may troubleshoot issues when appropriate.
- Greet visitors and callers and direct them to appropriate individual/group, handle/respond to inquiries, take messages, and transfer/direct to appropriate party for assistance, research questions; resolve problems.
- Set up, organize, and maintain paper and electronic filing systems for expenses, correspondence, and other material including off-site storage, as needed in a logical and easily retrievable manner.
- Handle highly confidential information involving client information, deals, etc. with utmost discretion.
- May assist the department in setting up local equipment and access for new hires, and coordinates efforts between various departments involved in the new hire process at a designated location to ensure the on-boarding process is completed properly.
- May serve as liaison with building management for general site related issues that may include general office maintenance, emergency procedures, fire drills, repairs, office moves and vendor visits.
- Organize and coordinate client entertainment functions/events as needed.
- Maintain adequate level of office supplies.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other standard office procedures and terminology.
- Proficiency with Microsoft PowerPoint and Excel software
- Excellent communication and problem-solving skills
- Strong organizational and time management skills
- High level of attention to detail and accuracy
- High level of professionalism and confidentiality
Education & Experience:
- Minimum Required: High school diploma or equivalent work related experience
- Minimum Required: 5 years of administrative experience
- Proficient in Microsoft Excel, Word, PowerPoint, Outlook
Stifel is more than 130 years old and still thinking like a start-up. We are a global wealth management and investment banking firm serious about innovation and fresh ideas. Built on a simple premise of safeguarding our clients’ money as if it were our own, coined by our namesake, Herman Stifel, our success is intimately tied to our commitment to helping families, companies, and municipalities find their own success.
While our headquarters is in St. Louis, we have offices in New York, San Francisco, Baltimore, London, Frankfurt, Toronto, and more than 400 other locations. Stifel is home to approximately 9,000 individuals who are currently building their careers as financial advisors, research analysts, project managers, marketing specialists, developers, bankers, operations associates, among hundreds more. Let’s talk about how you can find your place here at Stifel, where success meets success.
At Stifel we offer an entrepreneurial environment, comprehensive benefits package to include health, dental and vision care, 401k, wellness initiatives, life insurance, and paid time off.
Stifel is an Equal Opportunity Employer.
