Executive Assistant

Houlihan Lokey•Los Angeles, CA

1d•Onsite

About The Position

The Executive Assistant / Project Manager will support a Sr. Executive and provide administrative support on high-level projects and confidential assignments related to critical company initiatives. This role functions with minimal supervision and requires exceptional discretion and professionalism. Acting on behalf of the executive, the Executive Assistant manages complex scheduling and travel coordination, facilitates communication with internal and external stakeholders, and ensures seamless day-to-day operations. The role requires the ability to work independently, organize and prioritize competing tasks, and maintain a comprehensive understanding of Houlihan's operations and procedures.

Requirements

A minimum of 5-8 years of directly related experience in a senior administrative position, preferably in a financial or professional services industry.
Intermediate to advanced knowledge of MS Suite (Outlook, Word, Excel, PowerPoint).

Nice To Haves

Exceptional attention to detail and organizational skills.
Routinely utilizes discretion in managing highly confidential and/or sensitive information.
Expert at prioritizing and managing the completion of projects in an efficient and timely manner.
Culturally competent and is able to serve as an exceptional role model and Ambassador for the Firm’s initiatives.
Exercises independent business judgment when responding to the needs of clients and stakeholders, both internally and externally.
Possess impeccable oral and written communication skills (spelling, grammar, and punctuation).
Excellent analytical skills with the ability to work proactively and independently.
Strong interpersonal and communication skills with ability to work with colleagues and clients.

Responsibilities

Overseeing project timeline, tracking project objectives, delegating tasks, communicating issues, identifying solutions, monitoring project financials (if applicable), tracking KPIs, providing ongoing updates to Group Head, and coordinating with project stakeholders as necessary.
Provides administrative support to senior executive officers within industry group including but not limited to recurring monthly and business travel expenses, calendar management, and travel arrangements.
Creates and monitors yearly industry group marketing budget based on previous fiscal year spend and predicted travel, conferences, and events.
Maintains fiscal year backlog/revenue tracker for industry group via weekly calls with Corporate Financial team.
Maintains U.S.-based industry group organizational chart, updating banker information as people join, leave, or are promoted throughout the year.
Serves as administrative lead for industry group-wide events: manages pre-event planning, invites, RSVP tracking, registration, transportation logistics coordination, speaker coordination, presentation coordination, social event planning and coordination, etc.
Ensures the integrity of the Firm’s Customer Relationship Management (CRM) database by assisting in industry group-wide data hygiene efforts.
Identifies challenges with existing internal team processes, provides ideas for solutions, and independently implement resolutions in area of responsibility.
Autonomously makes decisions that impact the results of co-workers, clients, and/or the company.
Facilitates industry group-wide administrative training as needed; onboards new industry group admin to ensure compliance with group processes and expectations.
Proactively and independently communicates with stakeholders and disseminates information on behalf of Group Head.
Maintains advanced knowledge and ability to complete Word processing and data analysis tasks (correspondence, reports, memos, proposals, charts, presentations, etc.).
Maintains advanced knowledge of company policies and procedures and communicates updates and changes as necessary to ensure compliance.