Sr Administrative Assistant

Stifel•New York, NY

11d•$34 - $39

About The Position

The Investment Advisor Sr. Administrative Assistant provides a high level of administrative support by preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings

Requirements

Advanced knowledge of administrative and clerical procedures and systems such managing files and records, and other standard office procedures and terminology.
Demonstrates professionalism, integrity, maturity, intellectual curiosity, initiative and good judgment; takes pride of ownership for wins and accountability for losses/mistakes.
Excellent conceptualization, presentation and communication skills to effectively execute change.
Able to organize, prioritize and manage multiple tasks, responsibilities and deadlines; is able to follow through and accomplish goals, manage expectations appropriately and use firm's resources efficiently.
Dedicated to accomplishing goals; willing to take on additional responsibilities to produce outstanding work; strives for excellence; maintains a positive attitude through stressful situations.
A team player with the ability and desire to interact in a team environment and collaborate with others, but is also able to work independently and have the ability to adapt to change, adjust to multiple and shifting priorities and coordinate and balance multiple tasks
Minimum Required: Associates degree or equivalent education and experience that enables performance in all aspects of the position
Minimum Required: 5+ years of administrative experience
Proficient in Microsoft Word, Excel, PowerPoint, Outlook

Responsibilities

Prepares invoices, reports, memos, letters, client mailings for Program Management, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution. Prepares responses to correspondence containing inquiries.
Compiles, assembles, binds, and distributes certain marketing or communication articles.
Makes travel arrangements for executives and organize and coordinate client entertainment functions/events.
Prepares and processes expense reports for executives.
Establishes and maintains interpersonal relationships; develops constructive and cooperative working relationships with others and maintaining them over time.
Greets visitors and callers, handles their inquiries, provides information to callers and/or visitors/guests, takes messages, and transfers/directs them to the appropriate persons according to their needs; respond to inquiries; research questions; resolves problems.
Creates and maintains complex spreadsheets.
Sets up, organizes, and maintains paper and electronic filing systems for records, correspondence, and other material including off-site storage, as needed in a logical and easily retrievable manner.
Maintains calendar; schedules appointments and meetings, and conference calls as needed; prepares agendas and make arrangements for committee, board, and other meetings.
Project administration in areas ranging from maintenance to construction and design
Skilled at Cross-departmental communication, observing confidentiality and compliance guidelines, as outlined by the SEC and FINRA.
Provide excellent customer service to all Stifel employees
Heavy invoice preparation and vendor administration.