Executive Assistant

Hilltop Securities Inc.; Dallas (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

HilltopSecurities is seeking an Executive Assistant to support the Public Finance Department in Dallas. The role involves administrative tasks, client reception, travel coordination, and meeting scheduling to support top executives.

Responsibilities include coordinating meetings, processing invoices with Concur, maintaining records, and assisting with contracts and minutes. The position requires strong MS Office skills, discretion, and the ability to work in a fast-paced environment.

Qualifications

• High school diploma or equivalent; Associates degree preferred.
• 2–4 years of prior administrative, analytical, or paralegal experience.
• Advanced knowledge of Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
• Able to work in a fast-paced environment with accuracy and speed.

Responsibilities

• Serves as the point of contact among executives, employees, clients and 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 information requests from clients, attorneys, rating agencies, board members and others
• Process invoices, check requests and expense reports using Concur
• File/Scan/Archive documents electronically into the records repository
• Input client and prospect data and maintain accuracy in internal databases
• Answer or forward calls and schedule appointments as needed
• Aid in development and maintenance of client contracts; handle legal documents with care
• Record meeting discussions, provide minutes, and assist with public notices
• May act as office manager, ensuring supplies and smooth operations
• Create/update PowerPoint presentations
• Conduct various research projects and support clerical functions and special projects

Skills

MS Office

Scheduling

Communication

Time management

Confidentiality

Client relations

Education

Associates Degree

High school diploma

Tools

Concur

PowerPoint

Excel

Job 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 directedAssist 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

About Us

At HilltopSecurities, we believe in building noble and collaborative relationships that enrich the financial future of individuals, businesses and communities. With an extensive portfolio of products, we deliver a broad range of investment banking and related financial services that help our clients achieve their definition of success. As a subsidiary of HilltopHoldings, which also encompasses PlainsCapital Bank, and PrimeLending, we have the financial strength and stability that has withstood the test of time. Our nationwide presence in 400 locations across 44 states provides our associates with extensive opportunities to grow their careers in a diverse organization that truly values relationship capital above all else.

About The Team

With 75 years in the financial industry, HilltopSecurities’ Public Finance department stands among the best firms nationwide, ranking second in municipal advisories in the country. Our team of over 200 professionals develop over 1,100 financings each year on average. As part of HilltopSecurities’ Public Finance department, you have the opportunity to support public entities’ financing efforts across a variety of sectors such as toll roads, airports, hotels, higher education, health care, and more, in addition to public-private partnerships. You are given the responsibility to analyze and structure deals for clients across all sectors. Our use of industry-specific software packages allows us to conduct extensive financial analysis and present proposals and detailed presentations to our clients. We work to better the lives of those around us, and we start with those who trust us with moving our communities forward. We are dedicated to serving the public and are proud to work with clients across the country.