Senior Administrative Assistant Job Listing at Stifel in New York, NY (Job ID 7867)

Description

The Sr. Administrative Assistant provides administrative support to an Executive Leader. The Sr. Administrative Assistant is responsible for the day-to-day business of the office and is expected to carry out multiple administrative duties and provide exemplary communication between the executive's office, management, and external resources. The Sr. Administrative Assistant provides the highest level of administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Administrative & Office Support
• Manage calendars, schedule meetings, and coordinate travel arrangements for multiple managers and direct reports.
• Prepare and organize documents for client meetings and internal use.
• Manage catering and security for meetings.
• Manage all FedEx and USPS mailings
• Maintain electronic and paper filing systems for compliance and recordkeeping.
• Maintain a high level of confidentiality.
• Handle incoming calls, emails, and correspondence professionally.
• In-office position

Client Service & Communication
• Serve as a point of contact for clients, responding to inquiries and requests.
• Prepare and send client communications, including performance reports and newsletters.

Technology & Data Management
• Use CRM systems (e.g., Salesforce) to update client records and track interactions.
• Generate complex reports from portfolio management systems (e.g., APX).
• Experience using Concur for Travel and Expense
• Proficiency in Adobe Acrobat
• Help maintain data accuracy across platforms and assist with tech troubleshooting.

Team Coordination & Project Support
• Support advisors with marketing initiatives, event planning, and client outreach.
• Assist with special projects such as client segmentation, data clean-up, or process improvements.

• Minimum Required: Associate's degree or combination of education and experience.
• Minimum Required: 6-8 years' administrative experience.

• Strong proficiency in Microsoft Excel, Word, PowerPoint, and Outlook

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.