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Overview

Houlihan Lokey (NYSE:HLI) is a global investment bank with expertise in mergers and acquisitions, capital markets, financial restructuring, and valuation. 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 M&A advisor for the past five consecutive years in the U.S., the No. 1 global restructuring advisor for the past six 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 (formerly Thomson Reuters).

Scope

The Personal Assistant (PA) is responsible for providing full secretarial and administrative support to the Financial Sponsors Coverage team in Frankfurt,. Under minimal supervision, you will perform various administrative and secretarial duties, and co-ordinate the needs of your bankers. You will consistently demonstrate the ability to take action when necessary and respond appropriately. Duties include but are not limited to diary and travel management, expense processing, general administrative support, client database management. ,. The position involves a variety of assignments of both long and short term.

Responsibilities

1.Secretarial Support

• Heavy diary Management: arranging, rescheduling and confirming appointments; keeping executives and their diaries updated with 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 other 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.

2.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.

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 Deal Team, including NDAs for prospective clients, conflict checks and SalesForce data updates. Maintain file records for team, including filing and archiving.
• Register executives for conferences/seminars (on approved Marketing Budget List). Keep them abreast of new seminars/conferences in which they would be interested in attending. Liaise with internal Marketing as required, who oversee all these activities.
• Appropriately renew subscriptions (through the OM and/or IC as appropriate).
• Photocopying/Binding of presentations.

4.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 to the team at all levels with familiarization of company policies and procedures.
• Organise client entertainment events, conferences, and promotional activities and ensuring adherence to budgets.
• Share best practices. Participate in office admin meetings and/or events.
• 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 when possible.

6.Health and Safety

• Act as Fire Officer/First Aider if required (training will be provided) .
• Ensure office space remains presentable and free of obstacles; notify OM of issues.

Basic Qualifications

• 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 German & English
• A positive, flexible, responsive service-oriented attitude, able to meet deadlines in a timely manner.
• Ability to exercise independent judgment
• 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.