Administrative Assistant

Administrative Assistant

The Administrative Assistant I performs a variety of administrative functions in support of the department and the department Manager and works to facilitate the smooth operation of the day-to-day department activities.

What We're Looking For

Greet visitors and callers, handle their inquiries, provide information to callers and / or visitors / guests, take messages, and transfer / direct them to the appropriate person(s) according to their needs; respond to inquiries; research questions; resolve problems.

Compose and distribute meetings notes, routine correspondence, and reports.

Operate office equipment such as fax machines, copiers, and phone systems, and use computers for assigned work with spreadsheets, word processing, database management, and any other needed applications.

Prepare and process incoming and outgoing mail; prepare responses to correspondence containing routine inquiries.

Create and maintain spreadsheets for tracking purposes.

Perform data entry for preparation of comprehensive and individual financial goal analysis reports, asset allocation, sector analysis reports, etc.

Set up, organize, and maintain paper and electronic filing systems for records, correspondence, and other material including off-site storage, as needed in a logical and easily retrievable manner.

Maintain calendar; schedule appointments, meetings, and conference calls as needed; prepare agendas and make arrangements for meetings; make travel arrangements.

Order and ensure adequate and appropriate supplies are available for the department.

Maintain detailed records of travel itineraries for corporate-owned aircraft. Track expenses related to corporate aircraft travel, ensuring accurate documentation and reporting.

Gather necessary information and prepare applications for various insurance policies and credit reports. Obtain certificates of insurance when requested. Assist with the preparation of request for proposal (RFP) information.

Manage record storage with Iron Mountain, including sending records for storage and requesting records as needed.

Produce and track charitable foundation checks to ensure proper handling and recordkeeping.

What You'll Bring

Ability to demonstrate professionalism, initiative, and good judgment.

Ability to take pride in work and accountability for mistakes.

Strong communication skills to effectively communicate with all levels of management and staff.

Ability to organize, prioritize, and manage multiple tasks, responsibilities, and deadlines.

Education & Experience

Minimum Required : High School diploma or experience that enables performance in all aspects of the position.

Minimum Required : 5 years' administrative related experience.

Systems & Technology

Working knowledge of Microsoft Excel, Word, PowerPoint, Outlook.

About Stifel

Stifel is more than 130 years old and still thinking like a start-up. We are a global wealth management and investment banking firm serious about innovation and fresh ideas. Built on a simple premise of safeguarding our clients' money as if it were our own, coined by our namesake, Herman Stifel, our success is intimately tied to our commitment to helping families, companies, and municipalities find their own success.

While our headquarters is in St. Louis, we have offices in New York, San Francisco, Baltimore, London, Frankfurt, Toronto, and more than 400 other locations. Stifel is home to approximately 9,000 individuals who are currently building their careers as financial advisors, research analysts, project managers, marketing specialists, developers, bankers, operations associates, among hundreds more. Let's talk about how you can find your place here at Stifel, where success meets success.

At Stifel we offer an entrepreneurial environment, comprehensive benefits package to include health, dental and vision care, 401k, wellness initiatives, life insurance, and paid time off.

Stifel is an Equal Opportunity Employer.