SUMMARY OF RESPONSIBILITIES
With minimal oversight, provides a high level of administrative support by preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Exercises discretion and independent judgment on significant matters.
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
Types, and distributes meetings notes, routine correspondence, and reports.
Operates office equipment such as fax machines, copiers, and phone systems, and use 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.
Creates and maintains complex spreadsheets; may assign data entry for preparation of various comprehensive reports to a junior Admin.
Sets up, organizes, and maintains paper and electronic filing systems for records, correspondence, and other material including off-site storage, as needed in a logical and easily retrievable manner.
Maintains calendar; schedules appointments and meetings, and conference calls as needed; prepares agendas and make arrangements for meetings; makes travel arrangements.
Orders and ensures adequate and appropriate supplies are available for the department
Compiles, assembles, binds, and distributes certain marketing or communication articles.
Prepares invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
Prepares responses to correspondence containing inquiries.
Prepares agendas and makes arrangements for committee, board, and other meetings.
Makes travel arrangements for executives.
May organize and coordinate client entertainment functions/events.
Establishes and maintains interpersonal relationships; develops constructive and cooperative working relationships with others and maintaining them over time.
KNOWLEDGE, SKILLS & QUALIFICATIONS
Associate’s degree in business administration or equivalent work experience.
2-4 years of administrative work, preferably for a senior member of management; 1-3 years of brokerage firm experience.
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 and Excel to accurately create spreadsheets, formulas, pivot tables, charts, etc.
Stifel Nicolaus - 9 months ago