Administrative Assistant - Institutional

Stifel•New York, NY

4d•$95,000 - $100,000

About The Position

The Administrative Assistant provides a higher level of support on a variety of administrative functions to senior level leadership and other senior group members within the designated area of the Institutional Group. Serves as backup to peers and works to facilitate the smooth operation of day-to-day department activities.

Requirements

Knowledge of administrative and clerical procedures and systems such as word processing, 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
Minimum Required: High school diploma or equivalent work related experience
Minimum Required: 5+ years of administrative experience
Minimum Required: None
Advanced in Microsoft Excel, Word, PowerPoint, Outlook

Nice To Haves

Experience in Concur preferred
Experience in Salesforce preferred

Responsibilities

Assist the assigned coverage group by maintaining calendars, and scheduling appointments, meetings and conference calls as needed; prepare agendas and make arrangements for meetings (room reservations, catering, etc.)
Input client information into Customer Relationship Management (CRM) databases such as Salesforce; manages updates and provide database support for assigned coverage group.
Make domestic and international travel arrangements via online system in accordance with Firm and department policy, as appropriate.
Process all expenses by creating reports via Corporate Accounting electronic expense system in accordance with Firm and department policy, as applicable.
Organize and coordinate client conferences, entertainment functions and events as needed. May be asked to attend conferences and assist with coordination of events, meetings, etc., from time to time.
Create and maintain comprehensive reports and spreadsheets and work on special projects as requested on an ad hoc basis.
Provide 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 need to troubleshoot issues when necessary.
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 and resolve problems related to expenses, technology, or other day-to-day issues or concerns arising with other support groups.
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 coordinate effectors between various areas of the Company involved in the new hire process at a designated location to ensure the on-boarding process is completed properly.
May serve as liaison between the Office Manager and building management for general site related issues that may include but are not limited to general office maintenance, emergency procedures, fire drills, repairs, office moves and vendor visits.