Job Details

Our client, a well-known financial company is seeking an experienced Administrative Assistant candidate to join their Houston team in a temp-to-hire capacity ASAP. Ideally, this candidate will have experience in the financial industry.

-This is an on-site position Monday - Thursday. Friday's are remote.

General Requirements

• Mastery of Microsoft Outlook, Adobe PDF, scanning, Word and Excel skills

• Must be able to work with converging deadlines and adapt to a fast-paced environment

• Must possess a team-focused attitude

• Ability to maintain high level of confidentiality and discretion

• Ability to prioritize effectively, identify and resolve conflicts

• Provide back-up assistance and coverage to other team executive assistants

Meetings and Calendar Management

• Coordinate with cross-departmental teams for conference calls and meetings (specifically being appropriately inclusive by getting to know core Moelis team)

• Heavy calendar management for professionals being supported, including coordinating and scheduling meetings via Outlook

• Reserve conference rooms including catering and audio-visual needs through online booking system

• Arrange Zoom meetings and conference calls; initiate calls as needed

• Ensure all calendar entries are accurate (meeting labels are succinct and clearly reflect the meeting purpose)

• Ability to schedule multiple meetings across time zones

Travel and Logistics Coordination

• Ability to schedule and plan complex travel itinerary – coordinating with multiple internal and external assistants

• Book flights, ground transportation, lodging and entertainment for business travel (domestic and international) with clear understanding of banker preferences

• Practical, logical mind-set in problem solving calendar conflicts and travel logistics

• Well versed with Moelis' Travel & Expense Guidelines

Expense Submission and Reconciliation

• Prepare and submit monthly expenses through Concur and monitor corporate card payment to American

Express

Qualifications

• 5-10 years of previous experience as an administrative assistant preferably in a banking environment

• High level of proficiency in Microsoft Outlook, Word, Excel, PowerPoint

• Bachelor's degree preferred

• Highly organized and efficient

• Excellent communication skills both written and verbal

• Detail-oriented with “no task is too small” mentality

• Excellent judgment and discretion regarding sensitive and/or confidential information

• Problem solving and decision making skills

• Professional, friendly, positive attitude, team player