Administrative Assistant II

2 months ago

Memphis, United States Stifel Full time

Summary:

The Administrative Assistant II performs a variety of administrative functions in support of the department and the department Manager. This position works to facilitate the smooth operation of the day-to-day department activities. The Administrative Assistant II performs all the functions of an Administrative Assistant I but to a higher level and with additional duties.

Essential Duties and Responsibilities:

• Greet visitors and callers, handle their inquiries, provide information to callers and/or visitors/guests, take messages, and transfer/direct them to the appropriate person(s) according to their needs; respond to inquiries; research questions; resolve problems.
• Type and distribute meetings notes, routine correspondence, and reports.
• Operate 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.
• Prepare and process incoming and outgoing mail; prepare responses to correspondence containing advanced inquiries.
• Create and maintain spreadsheets for tracking purposes; perform data entry for preparation of various comprehensive reports.
• Sets up, organize, and maintain paper and electronic filing systems for records, correspondence, and other material including off-site storage, as needed in a logical and easily retrievable manner.
• Maintain calendar; schedule appointments, meetings, and conference calls as needed; prepare agendas and make arrangements for meetings; make travel arrangements.
• Order and ensure adequate and appropriate supplies are available for the department.
• Compile, assemble, bind, and distribute certain marketing or communication articles.

Qualifications:

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

Education and Experience:

• Minimum Required: High School Diploma or experience that enables performance in all aspects of the position
• Minimum Required: 3+ years' administrative related experience

Systems and Technology:

• Proficient in Microsoft Excel, Word, PowerPoint, Outlook

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