Administrative Assistant III

Stifel; San Francisco (CA); On-site; USD 125,000 - 150,000; Full time

Job summary

A leading investment firm is seeking an Administrative Assistant to support their San Francisco team. The role involves a range of administrative tasks, from scheduling appointments and travel arrangements to preparing correspondence and presentation materials. Candidates should possess strong organizational skills and at least an associate's degree along with relevant experience in the financial services sector.

Benefits

Discretionary bonuses

Health insurance

Flexible spending accounts

Tuition assistance programs

Paid time off

Qualifications

• 2-4 years of administrative experience, preferably in financial services.
• Advanced knowledge of administrative procedures and systems.
• Demonstrated excellent communication and customer service skills.

Responsibilities

• Provide administrative support to the investment team.
• Handle travel arrangements and prepare expense reports.
• Coordinate meetings and maintain electronic filing systems.

Skills

Microsoft Office

Interpersonal Communication

Time Management

Customer Service

Education

High School Diploma

Associate’s Degree in Business Administration

Tools

Concur

Microsoft Office Suite

Job description

What You'll Be Doing

The Administrative Assistant will provide administrative and clerical support primarily to the San Francisco investment team and others in the office, handling a broad range of duties from routine to complex in nature. Duties include preparing expense reports in Concur, making travel arrangements, scheduling appointments, preparing external/internal correspondence, screening telephone calls and visitors, coordinating meetings and receptions, preparing client and prospect presentation materials, and maintaining/filing documents. Individuals may be involved in coordinating and producing sensitive reports and analyses.

What We're Looking For

• Greets visitors and callers, handles their inquiries, provides information to callers and/or visitors/guests, takes messages, and transfers/directs them to the appropriate persons according to their needs; respond to inquiries; research questions; resolve problems.• Operates office equipment such as copiers, and phone systems, fax machines, and uses computers for assigned work with spreadsheets, word processing, database management, and any other needed applications.• Prepares and processes incoming and outgoing mail; prepares responses to correspondence containing advanced inquiries.• Maintains calendar; schedules appointments, meetings, and conference calls as needed; prepares agendas and makes arrangements for meetings.• Makes travel arrangements for the investment team and prepares and submits expense reports.• Types and distributes meeting notes, routine correspondence, and reports.• Assists with clients’ personal needs (bills, tuition payments, interactions with third parties, outside personal accounts, family related issues, etc.) and provides client and/or their accountant with tax information.• Sets up, organizes, and maintains paper and electronic filing systems for records, correspondence, and other material. • Coordinates the preparation of presentation materials for client and prospective client meetings. Compiles, assembles, binds, and distributes certain marketing or communication articles. • Assists with account openings, maintenance, and terminations, including—but not limited to—receiving assets, obtaining cost basis, adjusting cost basis, distributing assets, handling disbursements, processing cash, and delivering in-kind charitable contributions.• Updates relevant information in portfolio management system.• Assists in special projects.

What You'll Bring

• Associate’s degree in business administration or related course of study.• 2-4 years of administrative work, preferably in financial services.• Advanced knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other standard office procedures and terminology. Strong and demonstrated Microsoft Office skills, especially Word, Power Point and Excel.• Interpersonal and communication — Develops and maintains constructive and cooperative working relationships with others, comfortable dealing with associates and clients of all levels. • Problem Sensitivity — Recognizes when something is wrong or is likely to go wrong; also skilled at finding and using traditional and creative methods of solving the problem.• Time Management — Manages one's own time, priorities and deadlines under pressure while accomplishing goals and respecting the time of others.• Communication - Communicates effectively (both written and verbal) on the phone and in person as appropriate for the needs of the audience; uses excellent grammar and possesses courteous and efficient phone and office etiquette; effectively conveys information.• Customer Service - provides exemplary customer service and support; actively looks for ways to help customers and be responsive in a timely manner.• A team player with the ability and desire to interact in a team environment and collaborate with others but is also able to work independently and is able to adapt to change, adjust to multiple and shifting priorities and coordinate and balance multiple tasks.• Integrity and a positive attitude; a self-starter demonstrating initiative while effectively adapting to change.

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

• Concur expense reports software• Microsoft Office Suite software

Compensation Range

Salary: USD $24.00/Hr. - USD $35.00/Hr. 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.

About Stifel

1919 Investment Counsel, a wholly owned subsidiary of Stifel Financial Corporation, provides investment management and financial planning services to wealthy individuals, families, trusts, foundations, and institutions. 1919 Investment Counsel manages more than $24 billion of client assets and has offices in Baltimore, Birmingham, Cincinnati, New York, San Francisco, Philadelphia and Vero Beach. 1919 Investment Counsel has a team of portfolio managers, research analysts and client service professionals that work together to construct investment portfolios that are tailored to each client’s specific needs and objectives and to deliver tailored solutions that preserve, build and manage wealth for 1919 Investment Counsel’s clients. The firm primarily serves high net worth clients which often require complex financial planning and advice as well as exceptional client service.

1919 Investment Counsel is an Equal Opportunity Employer.