Sr Administrative Assistant, Institutional

Stifel•San Francisco, CA

1d•$58,500 - $87,600

About The Position

The Sr 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. The role serves as backup to peers and helps facilitate smooth day-to-day department operations. Responsibilities include supporting the assigned coverage group with calendars, appointments, meetings, conference calls, agendas, and meeting arrangements; entering and updating client information in CRM databases such as Salesforce; arranging domestic and international travel; processing expenses; coordinating client conferences and events; preparing reports and spreadsheets; and providing general office support. The position also operates and maintains office equipment, greets visitors and callers, researches and resolves day-to-day issues, and maintains paper and electronic filing systems. It handles highly confidential client and deal information with utmost discretion. The assistant may also help coordinate new-hire setup and onboarding and serve as a liaison with building management on site-related matters.

Requirements

High school diploma or equivalent work-related experience.
At least 5 years of administrative experience.
Knowledge of administrative and clerical procedures and systems, including word processing, file and record management, and 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.
Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.

Responsibilities

Maintain calendars and schedule appointments, meetings, and conference calls for the assigned coverage group; prepare agendas and arrange meeting rooms, catering, and other logistics.
Enter client information into CRM databases such as Salesforce, manage updates, and provide database support.
Arrange domestic and international travel through the online system in accordance with Firm and department policies.
Process expenses using the Corporate Accounting electronic expense system in accordance with Firm and department policies.
Organize and coordinate client conferences, entertainment functions, and events; attend and assist with event or meeting coordination as needed.
Create and maintain reports and spreadsheets and complete ad hoc special projects.
Provide general office support, including distributing mail, office supplies, and invoices.
Operate and maintain office equipment, including fax machines and copiers, and troubleshoot issues when necessary.
Greet visitors and callers, direct them to the appropriate person or group, respond to inquiries, take messages, and transfer calls.
Research questions and resolve issues related to expenses, technology, or other day-to-day matters involving support groups.
Set up and maintain paper and electronic filing systems for expenses, correspondence, and other materials, including off-site storage as needed.
Handle confidential client and deal information with utmost discretion.
May assist with setting up local equipment and access for new hires and coordinate onboarding among company areas at the designated location.
May liaise between the Office Manager and building management regarding site issues such as maintenance, emergency procedures, fire drills, repairs, office moves, and vendor visits.
Serve as backup to peers and support smooth day-to-day department operations.