Personal Assistant - Financial Restructuring, Sydney

Business Unit:

Financial Restructuring Group

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.

Financial Restructuring

Houlihan Lokey has the largest worldwide financial restructuring practice of any investment banking firm, with offices and experienced professionals located across the globe. Since its inception in 1988, the restructuring group has advised on more than 1,900 restructuring transactions with aggregate debt claims in excess of $4 trillion. With nearly 300 dedicated restructuring professionals worldwide, our group has a significant global presence. We serve clients domestically and around the world, providing extensive resources to staff each case. Our broad base of clients and extensive experience allow us to understand the dynamics of each restructuring situation and the needs, attitudes, and positions of all parties in interest.

Role Objective:

The Personal Assistant is responsible for providing full secretarial and administrative support to a team of financial staff within a specific department.  

Under minimal supervision, the Personal Assistant 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 Personal Assistant establishes priorities and follows through with multiple tasks.  S/he exercises frequent independent judgment, and works closely with others on day-to-day activities, as well as the Office Manager (OM) 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 OM as directed.

Responsibilities:

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 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 in working across time zones when coordinating calls.
• Review incoming invoices; check for accuracy and verify, including assigning relevant cost/project codes.
• 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.

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.

Administrative / Project Work

• Set-up and maintain well organised filing system conducive to the needs of the business line.
• Maintain team absence records, liaising with HR/OM as required.
• 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 OM.
• Share best practices.Participate in office admin meetings and/or events.
• Carry out project work as required and instructed by the OM / Admin Manager.
• 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 office when possible.
• Provide cover in the absence of other PAs including HL Reception cover if needed.
• Support the Office / Admin Manager as required.

Education / Skills / Experience Required 

• Degree level education or of graduate calibre.
• 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 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.

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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