Receptionist/Administrative Assistant

Receptionist/Administrative Assistant

Founded in 1933, Stephens is a privately held family-owned business whose mission is to become a trusted advisor to our clients. We have a long history of identifying and seizing opportunities through economic cycles. Whether executing single transactions or developing holistic solutions, we create lasting value for our clients. We don't just focus on transactions; we develop relationships. We work with our clients as they interact with the financial markets, analyze strategic alternatives and raise capital.

Our administrative staff play an integral role in supporting bankers and analysts with client interactions, business-development travel, related expense reporting, and day-to-day office activities.

Essential Duties and Responsibilities

Proactively perform administrative duties to support junior Investment Bankers (Associates and Analysts), including, but not limited to, travel arrangements, processing expense reports, meeting scheduling and preparation.

• Manage a multiline telephone, direct calls appropriately or provide answers to questions or requests, some of which may be complex in nature
• Function as the first point of contact welcoming clients, candidates, department employees visiting from other offices, and local teammates
• Manage Conference Center calendar, serve as facilitator for meetings, handle refreshments, catering, parking validation, etc.
• Interact with CEO-level clients via telephone, email, and in person, demonstrating appropriate etiquette, promptness, and professionalism
• Arrange complex domestic and international travel itineraries using the Frosch/Concur system, understanding the need to adjust for time zone differences, travel time between meetings, and hotel proximity
• Anticipate future travel needs and proactively address travel-related issues such as weather delays
• Submit expense reports in a timely manner: anticipate travel-related reports, gather and organize receipts, process in Workday, and monitor to completion
• Prepare approvals, obtain registrations, and report expenses for conferences and seminars
• Establish, organize, and maintain departmental files, both routine and confidential, and control access
• Create and maintain databases on various topics such as department employee lists, project lists, etc. as appropriate to departmental functions
• Periodically prepare documents used in client presentations, coordinate printing and distribution of material
• Perform miscellaneous functions such as making copies and monitoring, ordering, and distributing supplies
• Perform other tasks as assigned by management

Education and/or Experience

• Associate's degree in a related field
• 2+ years of related experience and/or training
• Financial services experience preferred; Investment Banking experience a plus
• Equivalent combination of education and experience

Knowledge, Skills, and Abilities

• Excellent verbal, written and organizational skills and strong attention to detail
• Professional, welcoming demeanor and ability to contribute positively to a team environment
• Ability to work in the office daily on a set work schedule
• Ability to maintain strict confidentiality and adhere to industry rules and guidelines
• Self-motivated with the ability to work independently in a fast-paced environment
• Ability to prioritize and handle multiple tasks simultaneously
• Analytical, critical thinking and problem-solving skills with the ability to determine the appropriate action
• Ability to establish and maintain effective working relationships at all levels of the organization
• Proficient in Microsoft Office Suite or similar software, with the ability to learn and utilize industry-specific software as required
• Demonstrated reliability in attendance and work performance
• Experience with DealCloud, travel management systems, and Workday preferred