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Business Unit:
Financial and Valuation Advisory
Industry:
No Industry
Overview
Houlihan Lokey (NYSE:HLI) is a global investment bank with expertise in mergers and acquisitions, capital markets, financial restructuring, and financial and valuation advisory. The firm serves corporations, institutions, and governments worldwide with offices in the United States, 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.
Houlihan Lokey is the No. 1 investment bank for all global M&A transactions, the No. 1 M&A advisor for the past seven consecutive years in the U.S., the No. 1 global restructuring advisor for the past eight consecutive years, and the No. 1 global M&A fairness opinion advisor over the past 20 years, all based on number of transactions and according to data provided by Refinitiv.
Job Summary:
Under minimal supervision, this role entails executing advanced administrative tasks with confidentiality and precision. It requires exercising considerable discretion and independent judgment, managing external contacts with finesse and diplomacy. The position involves meticulous planning, organization, and scheduling of work, adhering to established company procedures while showcasing adaptability and resourcefulness. Extensive knowledge of company operations and organizational procedures is essential, ensuring seamless support for the team. The role may necessitate regular utilization of technical and business vocabulary, highlighting the importance of strong communication skills. As a cornerstone of support for their team, the individual in this role must navigate diverse responsibilities with professionalism and efficiency, contributing to the smooth operation of entire organization.
Key Responsibilities:
• Greet clients warmly, ascertain the nature of their business, and direct visitors to the appropriate person or department, providing a professional and welcoming experience.
• Screen telephone calls effectively, take detailed messages, and coordinate conference calls to ensure smooth and professional communication.
• Efficiently read and route incoming mail to the appropriate recipients, ensuring prompt and accurate delivery.
• Perform copy and scanning tasks accurately and efficiently, ensuring the timely availability of necessary documents and information.
• Maintain the existing contacts database by entering new contacts into the database accurately and update existing contacts as needed. Regularly clean up and edit the contact database, ensuring data integrity, and record activities when financial staff attend meetings.
• Maintain a meticulously organized file system tailored to the specific needs of the business lines, facilitating easy access to essential documents and resources.
• Efficiently coordinate travel arrangements, hotel accommodations, and meetings while meticulously maintaining calendars. Proactively manage travel logistics for staff members when they are out of the office and ensure the timely and accurate compilation of expense reports, adhering to company policies and attaching all necessary receipts.
• Demonstrate intermediate to advanced proficiency in word processing tasks, including composing correspondence, reports, memos, proposals, charts, agreements, and PowerPoint presentations, showcasing a high level of competence in document creation and formatting.
• Draft, prepare, and meticulously review documents on behalf of supported staff members upon request, ensuring timely completion, accuracy, clarity, and adherence to the highest level of organizational standards.
• Determine the needs of the group and establish and maintain various office files, logs, listings, and manuals, ensuring a well-organized and accessible filing system conducive to the operational requirements of the business lines.
• Conduct directed internet-based research proficiently, summarizing findings in a well-organized manner to facilitate informed decision-making and strategic planning.
• Review and prepare expense reports diligently and accurately in accordance with company policy, maintaining meticulous attention to detail in financial documentation and reporting.
• Proactively seek opportunities to enhance efficiency within the workplace, identifying challenges, offering innovative solutions, and collaborating with colleagues to implement improvements effectively.
• Conduct and submit thorough conflict checks to maintain compliance and integrity within the organization.
• Track progress and relevant information related to engagements under the guidance of the officer(s), ensuring comprehensive and organized documentation of project developments.
• Independently create, compile, and complete project information, demonstrating intermediate-level proficiency and requiring minimal supervision.
• Prioritize and manage the completion of projects efficiently and timely, demonstrating effective time management and task prioritization skills to meet deadlines and deliver quality results.
• Accurately maintain and input deal opportunities into the Salesforce database, collaborating closely with the FVA Project Coordinator and team to efficiently convert these opportunities into active engagements.
• Play a crucial role in managing existing engagements within Salesforce by overseeing revenue accruals, monitoring invoice statuses, tracking deliverables, and ensuring proper deal team assignments.
• Develop a solid understanding of FVA accounting principles to track outstanding amounts (Accounts Receivable, Work in Progress, Disbursements Incurred, Out-of-Pocket expenses) from supported team members in a timely and accurate manner.
• Demonstrate exceptional communication and follow-up skills, effectively engaging with all levels of management and clients to ensure seamless information flow and relationship management.
• Plan and organize local dinners and smaller marketing events, update guest lists in Salesforce, and collaborate with the Marketing team to design and distribute HTML invitations, ensuring events run smoothly and professionally.
• Work closely with the Marketing team to provide essential information for creating marketing materials and handling their distribution, including creating name tags as needed. Additionally, plan and attend annual seminars and conferences, overseeing pre-event planning, managing invite lists and responses, and coordinating event staffing for successful participation.
• Offer and provide reliable administrative backup support to other FVA Administrators, ensuring continuity and efficiency in administrative operations.
• Perform any related duties as assigned, showcasing adaptability and flexibility in handling evolving responsibilities and contributing to the overall efficiency of the administrative function.
• Actively participate in administrative team initiatives, demonstrating a collaborative spirit and contributing to the continuous improvement of administrative processes.
Requirements:
• Exceptional administrative and word processing skills. Demonstrate proficiency in administrative tasks and word processing, ensuring accuracy and efficiency in all duties.
• Ability to work independently and take initiative. Capable of working with minimal supervision and proactively assisting supported staff members as needed, showing initiative and resourcefulness.
• Apply advanced knowledge of Outlook, Word, PowerPoint, Excel, and Access (Windows), leveraging these tools effectively to streamline workflows and enhance productivity.
• Display strong computer literacy and excellent analytical skills, enabling the effective management and analysis of data and information.
• Exhibit strong communication skills, both written and verbal, enabling clear and concise interaction with colleagues and stakeholders at all levels.
• Possess strong interpersonal skills and the ability to collaborate with staff members at all levels, fostering positive working relationships and effective communication.
• Demonstrate excellent problem-solving skills, capable of identifying and resolving issues with minimal direction, ensuring smooth operations even in challenging situations.
• Demonstrate exceptional organizational skills, maintaining order and efficiency in tasks and processes, and effectively managing competing priorities.
• Demonstrate analytical skills to collect and consolidate data for reports, articulating insights and recommendations in a clear and comprehensive manner.
• Handle confidential or sensitive information with discretion and tact, ensuring confidentiality and preserving trust in every interaction.
• Be a collaborative team player, fostering a positive and supportive work environment, and effectively engaging with colleagues and internal clients across all levels of the organization.
• Demonstrate meticulous attention to detail in all tasks and responsibilities, ensuring accuracy and precision in work outputs.
• Exercise good business judgment when addressing the needs of clients, both internally and externally, ensuring decisions align with organizational goals and values.
• Excel in a high-paced work environment that demands multitasking and adaptability, managing workload efficiently and effectively to meet deadlines and deliver results.
• Exhibit availability for occasional overtime work as required, demonstrating commitment and dedication to fulfilling job responsibilities.
• Bring to the role [8 to 10] years in an advanced secretarial role, preferably within a financial or consulting environment, demonstrating a deep understanding of the field.
Salary Range
Houlihan Lokey is committed to providing its employees with an exciting career opportunity and competitive total compensation package, which may include other components such as discretionary incentive compensation. The firm’s good faith and reasonable estimate of the possible salary range for this role at the time of posting is:
$38.00-$41.00
Actual salary at the time of hire may vary and may be above or below the range based on various factors, including, but not limited to, the candidate’s relevant qualifications, skills, and experience, as well as the service line and location where this position may be filled.
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.
