Administrative Assistant - Institutional (Temp)

Why Stifel

Stifel strives for a culture that puts its clients and associates first: a culture where everyone belongs, everyone is welcome, and everyone contributes to the success of our clients, their careers, and the firm as a whole.

 

Let’s talk about how you can find your place here at Stifel, where success meets success.

What You'll Be Doing

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.

What We're Looking For

• 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.

What You'll Bring

• 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 & Experience

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

Licenses & Credentials

• Minimum Required: None

Systems & Technology

• Advanced in Microsoft Excel, Word, PowerPoint, Outlook
• Experience in Concur preferred
• Experience in Salesforce preferred

Compensation Range

Salary: USD $95,000.00/Yr. - USD $100,000.00/Yr. Actual salaries may vary, and may be based on several factors, including but not limited to each candidate’s qualifications, skills, and overall competencies for the position. The base salary is one component of Stifel’s overall compensation package for each individual employee. Other benefits and offerings include, but not limited to, discretionary bonuses, health / dental / vision / prescription insurance offerings, Stifel Total Health Connect, flexible spending accounts, tuition & certification assistance programs, paid time off, and much, much more! To view a more comprehensive list of Stifel’s current offerings, please visit https://www.stifel.com/careers/benefits. Applications are accepted until the position is filled.

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