Senior Administrative Assistant Job Listing at Stifel in New York, NY (Job ID d5cace8a-76f8-42bf-bda4-5883f8b6d2cf)

Description

The Senior Administrative Assistant performs a higher level of support on a variety of administrative functions. Supports the senior level leadership and departments of Institutional Equities, Marketing and Trading. Serves a backup to peer and works to facilitate the smooth operation of day-to-day department activities.

ESSENTIAL DUTIES AND RESPONSIBILITES

• 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 manage updates for the group.
• Provide Salesforce and Charm Support to the Department.
• Make domestic and international 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.
• Create and maintain comprehensive reports and spreadsheets as related to commission management, account client maintenance, and as requested on an ad hoc basis by senior management of the group head for special projects.
• 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 effectors 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 between the Office Manager and 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.

$100,000 - $110,000 base salary

QUALIFICATIONS

• 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.

EDUCATION AND EXPERIENCE

• Minimum required: High school diploma or equivalent work-related experience.
• Minimum required: 5+ years of administrative experience.

LICENSES AND CREDENTIALS

• Minimum required: None.

SYSTEMS AND TECHNOLOGY

• Proficient in Microsoft Excel, Word, PowerPoint, and Outlook.