Overview
Administrative Assistant Jobs in Austin, TX at Marcus & Millichap
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.
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
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 directed
Assist with other clerical functions and special projects
Title: Administrative Assistant
Company: Marcus & Millichap
Location: Austin, TX
