Team Assistant (Office Management Group) in London

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.

Scope

The Team Assistant (TA) is responsible for providing full secretarial and administrative support to a team of financial staff within a specific department. Under the supervision of the dept PA, the Team Assistant (TA) performs various administrative and secretarial duties, and co-ordinates the needs of Senior Vice Presidents and Vice Presidents as well as the broader team as required. This individual will also consistently demonstrate their ability to take action when necessary and respond appropriately. The TA establishes priorities and follows through with multiple tasks. S/he exercises frequent independent judgment and works closely with other PAs and TAs on day-to-day activities, in order to facilitate a team support environment across the department.

Responsibilities:

• Secretarial Support
• Diary Management: arranging, rescheduling and confirming appointments; keeping S/VP’s diaries updated of changes as required.
• Liaise with assistants globally where necessary and provide support to visiting colleagues when in the office.
• Constant liaison with internal management, financial staff and external clients including banks and auditors.
• Arranging meetings/lunches/dinners, both internal and external, as requested for both in person and virtual meetings.
• Travel & Expenses
• Assist with travel bookings, using corporate Travel provider. Produce itineraries as required. Ensure adherence to HL Travel Policy at all times.
• Assist with visa applications, passport needs, currency requirements and associated reconciliations.
• Book ground transportation including 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.
• Reconciliation of monthly corporate/personal credit cards within deadlines.
• Ensure relevant travel refunds have been processed by travel provider.
• Administrative / Project Work
• Help to set-up and maintain well organised filing system conducive to the needs of the business line.
• Support dept new joiners at all levels with familiarization of company policies and procedures.
• Help to organise team social and networking events, conferences, and activities and ensuring adherence to budgets.
• Participate in office admin meetings and/or events.
• Carry out project work as required.
• Carry out ad hoc duties/tasks as deemed necessary to ensure the efficient operation of the team.
• Absence Cover
• General support and help to other Assistants across the department when possible.
• Provide cover in the absence of other Corporate PA’s.
• Health and Safety
• Act as Fire Officer/First Aider if required (training will be given).

Basic Qualifications:

• Degree level education or of graduate calibre.
• 3+ years experience (can be in another industry with transferable skills).
• Excellent organisational, oral and written communication skills; detail-oriented, and able to prioritise workload.
• Competent user of Microsoft Office products, including PowerPoint and Excel.
• Fluent in English, additional European languages an advantage.
• 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.