Administrative Assistant, Investment Banking

Stout•Chicago, IL

1d•Onsite

About The Position

At Stout, we’re dedicated to exceeding expectations in all we do – we call it Relentless Excellence ®. Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and being Great communicators. Sound like a place you can grow and succeed? Read on to learn more about an exciting opportunity to join our team. Impact You’ll Make Provide comprehensive administrative support to Stout’s Investment Banking group, helping ensure seamless day-to-day operations for Managing Directors and the broader team. Serve as a key point of contact for internal and external clients, supporting timely communication, coordination, and execution across the group. Contribute to the preparation and delivery of high-quality client materials, presentations, meetings, travel logistics, and administrative processes.

Requirements

Strong proficiency in Microsoft Office, including PowerPoint, Excel, Word, and Outlook.
Ability to multi-task and work efficiently with a high degree of accuracy.
Strong technical, grammar, writing, and proofreading skills.
Strong problem-solving skills and sound judgment.
High level of confidentiality and discretion.
Proactive approach with a high degree of confidence and professionalism.
Ability to be flexible and adapt to changing situations.
Ability to work effectively in a fast-paced environment.
Strong organizational skills and attention to detail.
Reliable, professional, and polished in appearance and communication.
Positive, team-oriented attitude.
Four or more years of executive administrative support experience required.

Nice To Haves

Knowledge of Workday is a plus.
Four-year college degree in Communications, English, Accounting, Marketing, or a related field is a plus.
Experience within a professional services firm, investment banking environment, or legal environment preferred.

Responsibilities

Manage calendars and independently schedule appointments for Managing Directors and other team members.
Coordinate meetings, conference calls, and executive events, including reserving meeting space, arranging audio/visual needs, preparing materials, and coordinating meals.
Answer and screen incoming calls, communicating daily with internal and external clients, management, and team members.
Serve as a point of contact for outside clients and internal employees to support prompt response times and efficient communication.
Arrange and coordinate travel schedules, reservations, hotels, conference space, meals, and other logistics for the Investment Banking group.
Prepare correspondence and assist with the preparation, formatting, proofreading, and editing of presentation materials using Microsoft Office.
Assist with logistics for offsite management presentations, including travel, hotels, meeting space, lunch, and dinner reservations.
Prepare, track, and reconcile expenses for team members, including expense report preparation and reconciliation.
Assist with printing, binding, and final preparation of pitch books and other client-facing materials.
Support client follow-up and correspondence as needed.
Manage and train future administrative assistants, as applicable.
Provide reception coverage on a rotational basis.
Provide back-up support to the Chicago Administrative Group.
Perform other administrative responsibilities and duties as assigned.