Executive Administrator

Houlihan Lokey•New York, NY

3d•$38 - $45

About The Position

The Executive Administrator performs advanced administrative tasks and completes confidential assignments efficiently and on time. The role exercises considerable discretion and independent judgment when prioritizing work and professionally managing external contacts for assigned executives, and independently plans, organizes, and schedules work around deadlines and priorities. The position reports to the Administration Manager of Corporate Finance and Managing Directors within the Corporate Finance group. The role supports executives with scheduling, travel, expenses, communications, and event planning, and tracks engagement information in Salesforce. It also maintains office records, assists colleagues across business units, and helps train and onboard new administrative assistants.

Requirements

Four to five years of experience in an administrative position.
Attention to detail and excellent organizational and time-management skills.
Excellent written and verbal communication skills.
Strong interpersonal skills and ability to work as part of a team.
Ability to work autonomously with a focus on process improvement.
Intermediate or advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Ability to exercise good business judgment when responding to the needs of internal and external clients and stakeholders.

Nice To Haves

Administrative experience in the professional or financial services industry.

Responsibilities

Exercise independence, judgment, and discretion when accepting, creating, and managing schedules for assigned executives.
Coordinate travel, hotel accommodations, and meeting facilities; research, negotiate, and arrange off-site meetings, events, and dinners; develop efficient itineraries; and identify and schedule meetings with potential clients and other contacts in destination cities.
Prepare and submit executive expense reports in accordance with company policies, obtain missing receipts, and reconcile credit card statements.
Plan and execute Corporate Finance events, including developing budgets with Marketing, selecting venues, assisting with registration, coordinating speakers, making menu selections, planning group activities, and selecting and ordering event gifts.
Manage and coordinate phone calls on behalf of assigned executives.
Manage executives' emails using independent judgment.
Track engagement progress and relevant information in Salesforce and maintain an understanding of the engagement and deal process.
Create and maintain office files, logs, directories, and manuals, and make copies of correspondence or other printed materials as requested.
Respond to assistance requests from other business units, groups, and internal and external colleagues, and proactively offer assistance when available.
Assist with training and onboarding new administrative assistants on company and departmental policies and procedures.
Perform other related duties and special projects as assigned.