Executive Assistant

Description

HilltopSecurities is looking to hire an Executive Assistant to work in our Public Finance Department. The Executive Assistant will provide support for top level executives by providing executive level administrative support including but not limited to clerical work, receiving clients and visitors, arranging travel and correspondence, and scheduling meetings.

Responsibilities

• Serves as the point of contact among executives, employees, clients and other external partners.
• Assist in scheduling and coordination of meetings, travel, appointments and conference calls as needed
• Manages information flow in a timely and accurate manner
• Assist with requests for information from external parties such as clients, attorneys, rating agencies, board members and other interested parties
• Process invoices, check requests and expense reports utilizing Concur
• File / Scan / Archive program documents electronically into the records repository using the firm’s processes and software
• Input client and prospect data and maintain accuracy in the company’s internal databases as well as move opportunities through the firm’s workflow process, acting as the team’s key contact person for other departments
• Answer or forward calls, provide information, taking messages or scheduling appointments as needed
• Aid in the development and maintenance of client contracts; requires acute attention to detail and comfort with legal documents
• Record meeting discussions, provide minutes as needed and assist with publication of public notices as required
• May act as an office manager by ensuring adequate office supply inventory and overall operations
• Perform tasks and applies knowledge of principles and methods necessary to meet operational requirements
• Create / update presentations in PowerPoint
• Conduct various research projects as directed
• Assist with other clerical functions and special projects
  
  

Qualifications

• High school graduate or equivalent. Associates Degree and possible analytical or Paralegal experience preferred.
• Minimum Two—Four years plus years previous administrative, analytical or similar paralegal experience
• Must have advanced knowledge in Microsoft office suite of products (Word, Excel, Outlook, PowerPoint)
• Quick learner with ability to work well in fast-paced environment without sacrificing accuracy and speed is a must
• Excellent verbal and written communication skills
• Advanced organizational and time management skills
• Strong organizational skills and attention to details with the ability to work well independently and prioritize tasks
• Ability to use discretion and maintain confidentiality
• Professional, pleasant demeanor for working with clients, business associates and internal employees