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Administrative Support Associate

3 months ago

Dallas, United States Hilltop Securities Inc. Full time

HilltopSecurities is currently looking to hire an Administrative Support Associate/Executive Admin. in Dallas, Texas. The Administrative Support Associate is responsible for the myriad of complex administrative and operational duties associated with the sale and delivery of municipal bond and note securities structured by the Investment Bankers/analysts for Public Finance clients.


Responsibilities:

  • Manage expense reports for multiple members of the team using Concur
  • Coordinate and manage travel reservations and arrangements using Concur
  • Daily data entry into multiple Excel and Word files as well as proprietary database (Denali)
  • Open, review, and distribute all Incoming Mail for the team
  • Filing / Scanning /Archiving documents physically and electronically
  • Assist in the development and maintenance of client contracts; requires acute attention to detail and comfort with legal documents
  • Take incoming calls for the team and appropriately forward to the Investment Bankers
  • Uploading documents into the sales transaction records using the firm’s processes and proprietary software (Denali)
  • Maintenance of team’s database for transactions undertaken and completed
  • Coordinate and review of regulatory and internal filings with respect to completed transactions
  • Maintain office supplies for team
  • Assist the Investment Bankers with the development of internal transaction forms, interested parties lists and schedules of events and bond offering documents as well as its publication and filing (requires advanced Word and Excel skills)
  • Assist with publication of public notices as required
  • Assist the Investment Bankers with requests for information from external parties such as clients, attorneys, rating agencies, bond insurers and other interested parties.
  • Prepare closing statements for all transactions
  • Research as directed by the Investment Bankers
  • Other duties as assigned


Qualifications:

  • High school graduate or equivalent; Associate degree and Paralegal experience preferred
  • Five (5) or more years previous administrative assistant, executive assistant or paralegal experience
  • Advanced computer skills including Excel, Outlook, Word and Power Point
  • Comfortable, confident and able to perform simple mathematical calculations
  • Quick learner with ability to work well in fast-paced environment
  • Detailed and timely (accuracy and speed)
  • Strong professional phone skills and etiquette including good communication skills, both verbal and written.
  • Professional, pleasant demeanor for working with clients, business associates and the Investment Bankers
  • Strong organizational skills