Team Assistant

Business Unit:

Corporate Finance

Industry:

General

Overview

Houlihan Lokey, Inc. (NYSE:HLI) is a leading global investment bank recognized for delivering independent strategic and financial advice to corporations, financial sponsors, and governments. With uniquely deep industry expertise, broad international reach, and a partnership approach rooted in trust, the firm provides innovative, integrated solutions across mergers and acquisitions, capital solutions, financial restructuring, and financial and valuation advisory. Our unmatched transaction volumes provide differentiated, data-driven perspectives that help our clients achieve their most critical goals. To learn more about Houlihan Lokey, please visit HL.com.

Corporate Finance

The Houlihan Lokey Corporate Finance business has extensive expertise in mergers, acquisitions, divestitures, activist shareholder and takeover defense, and other related advisory services for a broad range of clients. In addition, we have the proven ability to engineer and execute financing solutions that are essential for growth and success and offer access to financing in the public and alternative capital markets through the issuance of debt, equity, or hybrid securities. In EMEA, we work with a wide spectrum of companies, from middle-market privately owned enterprises to large multinational organizations. With a growing platform of Corporate Finance professionals and offices across the region, in addition to our global reach and in-depth knowledge across a broad range of industries, we have the breadth and targeted expertise to provide exceptional client service.

Role Objective:

The Team Assistant (TA) is responsible for providing secretarial and administrative support to a team of financial staff.  

The TA will work with other Assistants with a view to performing various administrative and secretarial duties, and co-ordinating the needs of executives and financial staff as required.

This individual will also consistently demonstrate their ability to take action when necessary and respond appropriately. 

The TA will learn how to establish priorities and adapt their working style to manage multiple tasks.  S/he exercises frequent independent judgment and works closely with other Assistants on day-to-day activities, as well as the Admin Manager in order to facilitate a team support environment across the office.  The position involves a variety of assignments of both long and short term.  

Duties include but are not limited to:  diary and travel management, expense processing, general administrative support, client database management, department supplies, absence cover for team members and administrative/project work for the Admin Manager as directed.

Responsibilities:

1.Secretarial Support

• Diary Management: Arranging, rescheduling and confirming appointments; keeping executives and their diaries updated of changes as required.
• Telephone Support: Receiving/making calls, taking accurate messages, liaising with clients. Picking up calls for other members of the team when necessary or dealing with queries where possible.
• Liaising with clients, responding to their requests in an appropriate 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 working across time zones.
• Review incoming invoices; check for accuracy and verify, including assigning relevant cost/project codes.
• Liaise with US and EMEA-based Assistants where necessary and provide support to visiting executives when in the office.
• Constant and professional communication with internal management, financial staff, corporate teams, external clients and prospects.
• Arranging meetings/lunches/dinners, both internal and external, as requested.

2.Travel & Expenses

• Extensive and complex travel bookings, using HL’s 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’s 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.
• Responsible for Deal Execution administration as directed by, and with input from, Deal Teams. Includes NDAs for prospective clients, conflict checks, working group lists and SalesForce data updates. Maintain file records for team, including filing and archiving.
• Register executives for conferences/seminars (on approved Marketing Budget List) and ensure costs tracked in Salesforce. Liaise with internal Marketing as required.

4.Administrative / Project Work

• Set-up and maintain well organised filing system conducive to the needs of the business line.
• Maintain team absence and holiday records, liaising with HR/Payroll as required.
• Appropriately renew subscriptions (through Operations and/or Information Centre).
• Photocopying/Binding of presentations and liaise with Presentations and Graphics.
• 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 Admin Manager.
• Share best practices. Participate in office admin meetings and/or events.
• Carry out project work as required and instructed by the Admin Manager.
• Carry out ad hoc duties/tasks as deemed necessary to ensure the efficient operation of the team.

5.Absence Cover

General support and help to other Assistants across the office/industry groups when possible.

• Provide cover in the absence of other administrators including HL Reception cover if needed.
• Support the Admin Manager as required.

6.Health and Safety

• Act as Fire Officer/First Aider (if required, training will be given).

Ensure office space remains presentable and free of obstacles;

Education / Skills / Experience Required 

• Previous work experience in an administrative role.
• Excellent organisational, oral and written communication skills; detail-oriented, and able to prioritise workload.
• Competent user of Microsoft Office products, including Outlook, PowerPoint and Excel.
• Fluent in English and German
• A positive, flexible, responsive service-oriented attitude, able to meet deadlines in a timely manner.
• Flexibility, resourcefulness and good anticipation are important qualities, as is the ability to act decisively and on own initiative.
• 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.