Executive Assistant

PrimeLending•Dallas, TX

57d

About The Position

HilltopSecurities is looking to hire an Executive Assistant. This position provides both administrative and operational support to the entire Fixed Income department which includes both corporate and branch locations. Responsibilities Administrative support including calendar maintenance, expense reports, travel reservations, office meetings and conference calls. Maintain department records travel expense reports, budgeting, and other related and special projects as assigned. Coordinate department/individual moves, department meetings, catering and other department functions. Assist FICM Management Team with special projects and monthly, quarterly and ad hoc reports. Identify needs and initiate administrative projects. Act as the liaison with IT and Facilities. Assist with new-hires/terms, registering new offices, computer equipment, training on travel vendor website (Concur) and processes Act as point of contact for Business Continuity Plan (BCP) coordination. Maintain ongoing relationships with vendors. Billing. Contract management. Invoice tracking. Inter-departmental communication. Resolving issues and solving problems for the department. Effectively work with the HilltopSecurities internal and external team members as needed. Identify needs and initiate administrative projects. Work is varied and can be project oriented. Additional duties as assigned.

Requirements

3-5 years of experience as an Executive Assistant required; or any similar combination of education and experience
High school diploma or GED required.
Proven ability to handle confidential information with discretion.
Must be flexible for overtime sometimes with short notice.
Ability to exercise good judgment, discretion and analytical skills are critical.
Candidate must be detail-oriented and possess excellent organizational skills, with the ability to work on multiple tasks simultaneously and consistently reprioritize as necessary and appropriate.
Exhibit proficiency with Microsoft Word, PowerPoint, Excel, and Outlook.
Professional self-starter with strong client service and interpersonal skills and the ability to work well with others and be very comfortable dealing with demanding customer/clientele.
Must be committed to excellence.

Nice To Haves

bachelor’s degree and financial services experience desired

Responsibilities

Administrative support including calendar maintenance, expense reports, travel reservations, office meetings and conference calls.
Maintain department records travel expense reports, budgeting, and other related and special projects as assigned.
Coordinate department/individual moves, department meetings, catering and other department functions.
Assist FICM Management Team with special projects and monthly, quarterly and ad hoc reports.
Identify needs and initiate administrative projects.
Act as the liaison with IT and Facilities.
Assist with new-hires/terms, registering new offices, computer equipment, training on travel vendor website (Concur) and processes
Act as point of contact for Business Continuity Plan (BCP) coordination.
Maintain ongoing relationships with vendors.
Billing.
Contract management.
Invoice tracking.
Inter-departmental communication.
Resolving issues and solving problems for the department.
Effectively work with the HilltopSecurities internal and external team members as needed.
Identify needs and initiate administrative projects.
Work is varied and can be project oriented.
Additional duties as assigned.