Administrative Assistant III

Job Summary

The Administrative Assistant III provides a high level of administrative support for Stifel's corporate legal team by preparing reports, handling information requests, and performing high level clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings and travel.

Essential Duties & Responsibilities

• Prepare invoices, reports, memos, letters, financial statements, and other documents using word, excel, spreadsheets, databases, or presentation software.

• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Prepare responses to correspondence containing inquiries.

• Compile, assemble, bind, and distribute certain marketing or communication articles.

• Prepare agendas and make arrangements for committee, board, and other meetings.

• Make travel arrangements for executives and organize and coordinate client entertainment functions and events.

• Greet visitors and callers, handle their inquiries, provide information, take messages, and transfer/direct them to the appropriate persons according to their needs.

• Respond to inquiries; research questions; resolve problems and compile, assemble, bind, and distribute certain marketing or communication articles.

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

• Create and maintain complex spreadsheets.

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

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

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

Qualifications

• Strong ability to demonstrate professionalism, initiative, and good judgment and take pride in work and accountability for mistakes.

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

• Solid ability to organize, prioritize, and manage multiple tasks, responsibilities, and deadlines.

• Ability to handle confidential and sensitive information appropriately.

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 in a law firm or in house legal department.

Systems & Technology

• Proficient in 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.