Administrative Assistant III Job Listing at Stifel in San Francisco, CA (Job ID 7792)

Description

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.

• 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.

• 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.

•Minimum Required: High School Diploma or experience that enables performance in all aspects of the position
•Minimum Required: 5+ years' administrative related experience

• Concur expense reports software
• Microsoft Office Suite software

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.