Bilingual Personal Assistant – Support Team

Business Unit:

Corporate Finance

Industry:

CORP – Corporate

About Houlihan Lokey:

Houlihan Lokey, Inc. (NYSE:HLI) is a global investment bank with expertise in mergers and acquisitions, capital markets, financial restructuring, and financial and valuation advisory. Houlihan Lokey serves corporations, institutions, and governments worldwide with offices in the Americas, Europe, the Middle East, and the Asia-Pacific region. Independent advice and intellectual rigor are hallmarks of the firm’s commitment to client success across its advisory services. The firm is the No. 1 investment bank for global M&A transactions under $1 billion, the No. 1 M&A advisor for the past eight consecutive years in the U.S., the No. 1 global restructuring advisor for the past nine consecutive years, and the No. 1 global M&A fairness opinion advisor over the past 25 years, all based on number of transactions and according to data provided by Refinitiv.

Role Objective:

The Support Team is responsible for providing full secretarial and administrative support to teams of financial staff within the Corporate Finance EMEA division of the firm. Covering multiple offices and teams across the EMEA region, the Support Team will provide cover during short or extended periods of absence, ensuring a seamless link between handover and hand-back.

Under minimal supervision, the Personal Assistant (PA) performs various administrative and secretarial duties, and co-ordinates the needs of senior executives and financial staff as required.

This individual will also consistently demonstrate their ability to take action when necessary and respond appropriately, and is provided a company handset in order to be available outside normal working hours.

The PA establishes priorities and follows through with multiple tasks. S/he exercises frequent independent judgment, and works closely with other PAs on day-to-day activities, as well as the Administrative Manager (AM) in order to facilitate a team support environment across the office. 

In the Support Team every day is different and as such requires a high degree of attention to detail and agility to move between teams, sometimes at short notice.

Responsibilities:

1. Secretarial Support

• Diary Management: arranging, rescheduling and confirming appointments; keeping executives and diaries updated of changes as required.
• Liaising with clients, responding to their requests in an appropriate and timely manner.
• Draft, prepare and/or distribute documents on behalf of supported staff and others as requested; includes creating/manipulating Word, Excel, PowerPoint documents for executives.
• Arranging conference calls using dedicated HL conferencing systems, ensuring accuracy of contact names, pins, meeting numbers etc. Must be confident in working across time zones when coordinating calls.
• Liaise with US & EMEA based Assistants where necessary, and provide support to visiting executives when in the office.
• Constant liaison with internal management, financial staff, external clients and prospects.
• Arranging meetings/lunches/dinners, both internal and external, as requested.

2. Travel & Expenses

• Extensive and complex travel bookings, using corporate Travel provider. Produce itineraries as required.Ensure adherence to HL Travel Policy at all times.
• Process visa applications, passport needs, currency requirements and associated reconciliations.
• Book taxis and cars as necessary.
• Prepare and submit expense reports using HL online expense system, ensuring appropriate receipts are attached and all items accounted for, and that process is completed within policy and monthly accounting deadlines.
• Collating expenses breakdown for client billing through Accounts Team.
• Reconciliation of monthly corporate/personal credit cards within deadlines.
• Ensure relevant travel refunds have been processed by travel provider.

3. CRM Data Management

• Maintain/update SalesForce (Client Relationship Management (CRM) database), including updating SalesForce business contact information, adding relationships etc. Create call reports, and ensure accuracy of data held. Training will be given, a thorough understanding of its functionality will be essential.
• Proactively ensure the integrity of the firm’s CRM database by assisting in firm wide data hygiene efforts, including researching and entering missing data.
• Register executives for conferences/seminars (on approved Marketing Budget List).Keep them abreast of new seminars/conferences in which they would be interested in attending.Liaise with internal Marketing as required, who oversee all these activities.
• Appropriately renew subscriptions (through the AM and/or IC as appropriate).

4. Administrative / Project Work

• Set-up and maintain well organised filing system conducive to the needs of the business line.
• Support new joiners at all levels with familiarization of company policies and procedures.
• Organise client entertainment events, conferences, and promotional activities and ensuring adherence to budgets.
• Support and assist on Firm wide initiatives as directed by executives and/or AM.
• Share best practices.Participate in office admin meetings and/or events.
• Carry out project work as required and instructed by the AM.
• Carry out ad hoc duties/tasks as deemed necessary to ensure the efficient operation of the team.
• Provide training to new PA starters and refreshers to those who require it

Education / Skills / Experience Required 

• Minimum of 3+ years’ experience in an Administrative role.
• Fluent in English and German, additional European languages an advantage.
• Excellent organisational, oral and written communication skills; detail-oriented, and able to prioritise workload.
• Competent user of Microsoft Office products, including PowerPoint and Excel.
• A positive, flexible, responsive service-oriented attitude, able to meet deadlines in a timely manner.
• Resilient and able to deal with high pressure environment, and demanding individuals.
• Flexibility, resourcefulness and good anticipation are important qualities, as is the ability to act decisively and on own initiative.
• Confident with an outgoing personality and practical approach to problem solving.
• Ability to effectively interact with all levels of staff and maintain confidentiality.
• Self-starter with a strong sense of ownership and a personal commitment to continuous improvement of policies and procedures.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation, protected veteran status, or any other characteristic protected by law.

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