Description
Summary
The administrative assistant performs a variety of administrative functions in support of the Department. Serves as back-up to peers and works to facilitate the smooth operation of day-to-day department activities.
Essential Duties and Responsibilities
• 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.
• Make domestic and potentially international travel arrangements for assigned business group/sector via online system in accordance with Firm and department policy.
• Process all expense reports via Corporate Accounting electronic expense system in accordance with Firm and department policy.
• Input client information into Customer Relationship Management (CRM) database and manages updates for group.
• Coordinate client and other meetings, including catering, materials, room reservations and scheduling.
• Handle highly confidential information involving client information, deals, etc. with utmost discretion.
• Organize and coordinate client entertainment functions/events as needed.
• Assist with client conferences in preparing collateral material, scheduling appointments, etc. May also attend conferences/events to assist with registration/logistics.
• Assist in maintaining adequate level of office supplies by notifying the individual responsible for ordering when supplies are low or other supplies are needed.
• Greet visitors and callers and directs them to appropriate individual/group, handles/responds to inquiries, takes messages, and transfers/directs to appropriate party for assistance, researches questions; resolve problems.
• Compose, type, and distribute meetings notes, routine correspondence and reports.
• May receive and distribute mail as needed.
• Operate and assist in maintaining office equipment such as fax machines and copiers and may troubleshoot issues when appropriate.
• Create and maintain spreadsheets for tracking purposes involving client information, conferences, etc.
Qualifications
• Knowledge of administrative and clerical procedures and systems, managing files and records, and other standard office procedures and terminology
• 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 and Experience
• Minimum Required: High School diploma or equivalent
• Minimum Required: 2 - 3 years of administrative experience
Systems and Technology
• Proficient in Microsoft Excel, Word, PowerPoint, Outlook
Disclaimer
NOTE: Job descriptions are intended to be accurate reflections of those principal job elements essential
for making fair pay decisions about jobs. Nothing in this job description restricts management right to
assign or reassign duties and responsibilities to this job at any time.
About Stifel
Stifel is a 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.
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