Strategic Executive Assistant to Leadership

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 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.