Administrative Assistant Inst - New York, United States - Stifel, Nicolaus & Co., Inc.

Stifel, Nicolaus & Co., Inc.

Verified Company

New York, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

The Administrative Assistant performs a variety of administrative functions in support of the Department. Serves as back-up peers and works to facilitate the smooth operation of day-to-day department activities.

ESSENTIAL DUTIES AND RESPONISIBILITIES

Set up, organize, and maintain paper and electronic filing systems for expenses, correspondence, and other material including offsite storage, as needed in a logical and easily retrievable manner.
Make domestic and potentially international travel arrangements for assigned business group/sector via online system in accordance with Firm and department policy.
Process all expense reports via Corporate Accounting electronic expense system in accordance with Firm and department policy.
Input client information into Customer Relationship Management (CRM) database and manages updates for the group.
Coordinate client and other meetings, including catering, materials, room reservations and scheduling.
Handle highly confidential information, deals, etc. with utmost discretion.
Organize and coordinate client entertainment functions/events as needed.
Assist with client conferences in preparing collateral material, scheduling appointments, etc. May also attend conferences/events to assist with registration/logistics.
Assist in maintaining adequate level of office supplies by notifying the individual responsible for ordering when supplies are low or other supplies are needed.
Greet visitors and callers and directs them to appropriate individual/group, handles/responds to inquiries, takes messages, and transfers/directs to appropriate party for assistance, researches questions, resolves problems.
Compose, type, and distribute mail as needed.
May receive and distribute mail as needed.
Operate and assist in maintaining office equipment such as fax machines and copiers and may troubleshoot issues when appropriate.
Create and maintain spreadsheets for tracking purposes involving client information, conferences, etc.

$85,000 to $105,000 base salary

QUALIFICATIONS

Knowledge of administrative and clerical procedures and systems, managing files and records and other standard office procedures and terminology.
Excellent communication and problemsolving skills.
Strong organizational and time management skills.
High level of attention to detail and accuracy.
High level of professionalism and confidentiality.

EDUCATION AND EXPERIENCE