Receptionist/Administrative Assistant

About the Role

Stephens is a privately held, family-owned business founded in 1933. 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.

Responsibilities

• Proactively perform administrative duties to support junior Investment Bankers (Associates and Analysts), including travel arrangements, processing expense reports, meeting scheduling, and preparation.
• Manage a multiline telephone, direct calls appropriately, or provide answers to complex questions or requests.
• Serve as the first point of contact, welcoming clients, candidates, department employees visiting from other offices, and local teammates.
• Manage the Conference Center calendar, facilitate meetings, handle refreshments, catering, and parking validation.
• 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, adjusting 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: 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 topics such as department employee lists and project lists.
• Periodically prepare documents used in client presentations, coordinate printing, and distribution of material.
• Perform miscellaneous functions such as making copies, monitoring, ordering, and distributing supplies.
• Perform other tasks as assigned by management.

Requirements

• 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.

Skills

• Excellent verbal, written, and organizational skills with 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.

Benefits

For benefits information, please visit: https://www.stephens.com/careers/benefits.