Receptionist/Administrative Assistant

Stephens•Atlanta, GA

3d•Onsite

About The Position

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. This role will 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.

Requirements

Associate’s degree in a related field
2+ years of related experience and/or training
Equivalent combination of education and experience
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

Nice To Haves

Financial services experience preferred
Investment Banking experience a plus
Experience with DealCloud, travel management systems, and Workday preferred

Responsibilities

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