Office Administrator

Business Unit:Financial and Valuation AdvisoryIndustry:No IndustryOverviewHoulihan Lokey, Inc. (NYSE:HLI) is a global investment bank with expertise in mergers and acquisitions, capital markets, financial restructuring, and financial and valuation advisory. Houlihan Lokey serves corporations, institutions, and governments worldwide with offices in the Americas, Europe, the Middle East, and the Asia-Pacific region. Independent advice and intellectual rigor are hallmarks of the firm’s commitment to client success across its advisory services. The firm is the No. 1 investment bank for global M&A transactions under $1 billion, the No. 1 M&A advisor for the past eight consecutive years in the U.S., the No. 1 global restructuring advisor for the past nine consecutive years, and the No. 1 global M&A fairness opinion advisor over the past 25 years, all based on number of transactions and according to data provided by Refinitiv.ScopeWe are looking to hire an Office Administrator (OA) to join our Houlihan Lokey office in Tel- Aviv. The office is vibrant and often busy with client meetings and visitors, and the Office Administrator will have a critical role in the day-to-day running of the office as well as providing wider administrative support as required.ResponsibilitiesAs an Office Adminstrator (OA), you will be accountable for the following:-Office duties

• Preparing and maintaining a clean and orderly office each day to ensure high standards throughout, including maintenance of the entrance, meeting rooms, kitchen and other facilities
• Managing meeting room bookings, greeting external clients and internal visitors.
• Preparing meeting rooms ahead of meetings, including setting up refreshments, presentations, and other requests.
• Taking care of deliveries, mail, lunch pick-ups per request and other office errands as required
• Managing office inventories and supplies
• Maintaining weekly deliveries such as food, beverages and flowers
• Refilling of stationery, printer equipment etc.
• Assisting the team members with technical needs, printing and binding.
• Maintaining a clean and orderly office – overseeing the cleaning services.
• Maintaining the entrance, meeting rooms, kitchen and other facilities.
• Arranging security access to the office
• Setting up new starter workstations
• Coordinating and leading on office events and ESG Initiatives in line with Corporate Services EMEA

• Managing invoices, sending invoices to the Procurement team, and logging processed invoices accurately, including assigning relevant cost/project codes.
• Managing the invoice and statements for Business cards on a monthly basis.
• Collecting receipts and providing the required VAT and cost center details to each individual card holder and transaction.
• Managing Client and sales billings.

• Coordinating and assisting with all aspects of the onboarding and departures of new employees, including workstation set ups
• Managing local agreements, subscriptions and communications with suppliers and landlord.
• Working closely with teams like Corporate Services, HR, Marketing, IT, finance and Payroll teams on all office related matters.
• Arranging and communicating important office information to the team/office
• Assisting and arranging office team building events and gatherings such as team dinners, get-togethers and closing events.
• Providing office tours
• Ad-hoc projects
• Secretarial Support
• Diary Management: arranging, rescheduling and confirming appointments; keeping executives and their diaries updated with changes as required.
• Telephone Support: Receiving/making calls, taking accurate messages, liaising with clients. Picking up calls for other members of the team when necessary, or dealing with where possible
• Liaising with internal management, financial staff, external clients, and prospects, responding to their requests in an appropriate manner.
• Draft, prepare and/or distribute documents on behalf of supported staff and others as requested; includes creating/manipulating Word, Excel, PowerPoint documents for executives.
• Arranging conference calls using dedicated HL conferencing systems, ensuring accuracy of contact names, pins, meeting numbers etc. Must be confident in working across time zones when coordinating calls.
• Liaise with other Assistants where necessary across Europe, and provide support to visiting executives when in the office.
• Travel & Expenses
• Extensive and complex travel bookings, using corporate Travel provider. Produce itineraries as needed and ensure adherence to the HL Travel Policy.
• Process visa applications, passport needs, currency requirements and associated reconciliations.
• Book taxis and cars as necessary.
• Prepare and submit expense reports using HL online expense system, ensuring appropriate receipts are attached and all items accounted for, and that process is completed within policy and monthly accounting deadlines.
• Collating expenses breakdown for client billing through Accounts Team.
• Reconciliation of monthly corporate/personal credit cards within deadlines.
• Ensure relevant travel refunds have been processed by travel provider.
• CRM Data Management
• Maintain/update SalesForce (Client Relationship Management (CRM) database), including updating SalesForce business contact information, adding relationships etc. Create call reports, and ensure accuracy of data held. Training will be given, a thorough understanding of its functionality will be essential.
• Proactively ensure the integrity of the firm’s CRM database by assisting in firm wide data hygiene efforts, including researching and entering missing data.
• Responsible for Deal Execution administration as directed by Deal Team, including NDAs for prospective clients, conflict checks and SalesForce data updates. Maintain file records for team, including filing and archiving.
• Register executives for conferences/seminars (on approved Marketing Budget List). Keep them abreast of new seminars/conferences in which they would be interested in attending. Liaise with internal Marketing as required, who oversee all these activities.
• Appropriately renew subscriptions (through the OM and/or IC as appropriate).
• Photocopying/Binding of presentations.

• 3-5 years of prior work experience in a similar role
• Fluent written & oral language skills in English
• Good knowledge of Microsoft Office
• Comfortable with different technologies & applications
• Proven ability in juggling multiple projects and deadlines at once.
• Demonstrable leadership and influencing skills.
• A thorough understanding of when to collaborate and when to work on their own initiative.
• Proven ability in Stakeholder management – when to advise and when to consult key stakeholders.
• Proven ability in bringing people together even when they have differing perspectives.
• Strong communication skills
• A hard-working nature to consistently perform to a high standard and a can-do attitude.
• The ability to build solid relationships.
• Ability to listen and take on feedback.
• Positive can-do attitude

• Degree qualified
• Prior experience of working within Financial Services