Executive Administrator

Houlihan Lokey•New York, NY

About The Position

As an Executive Administrator, you will perform advanced administrative tasks and complete confidential assignments in an efficient and timely manner. You will exercise considerable discretion and independent judgment in prioritizing and professionally managing the external contacts for the executive(s) you are assigned. You will also independently plan, organize and schedule work based on necessary deadlines and priorities. You will report to the Administration Manager of Corporate Finance and Managing Directors within the Corporate Finance group.

Requirements

Minimum of four (4) to five (5) years of experience in an administrative position, preferably in the professional or financial services industry.
Attention to detail with excellent organizational and time management skills.
Excellent written and verbal communication skills.
Strong interpersonal skills and a team player.
Can effectively work autonomously with a focus on process improvement.
Intermediate or advanced knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Ability to exercise good business judgment when responding to the needs of clients and stakeholders, both internal and external.

Responsibilities

Exercises independence, judgement, and discretion in meeting acceptance, creation, and overall scheduling on behalf of assigned executive(s).
Coordinates travel, hotel accommodations, and meeting facilities.
Researches, negotiates, and arranges off-site meetings, events, and dinners.
Develops itineraries to ensure maximum efficiency and convenience for each trip.
Keeps track of potential clients and other contacts to meet in each destination city and schedules meeting opportunities.
Creates and submits expense reports for assigned executive(s) in a timely manner, adhering to the Company’s expense policies to ensure timely reimbursement.
Proactively obtains missing receipts and reconciles credit card statements to ensure all expenses are submitted.
Manages event planning and on-site event execution for Corporate Finance, including working with the Marketing Department to develop budgets, selecting venues, assisting with registration, coordinating with speakers, making menu selections (including special requirements), planning group activities, selecting and ordering event gifts, and other related tasks.
Managing and coordinating phone calls on behalf of assigned executive(s).
Exercises independence and judgment in managing emails for assigned executive(s).
Track progress and relevant information pertaining to engagements in Salesforce and maintain understanding of the engagement and deal process.
Creates and maintains various office files, logs, directories, and manuals.
Make copies of correspondence or other printed materials as requested.
Responds to requests for assistance from other business units, groups, and internal and external colleagues and proactively offers assistance when available.
Assists with training and onboarding of new administrative assistants to ensure understanding of Company and departmental policies and procedures.
Performs other related duties and special projects as assigned.