Administrative Associate Jobs

Hilltop Securities is currently looking to hire a Municipal Support Specialist.  The Municipal Support Specialist will be  responsible for the myriad of complex administrative and operational duties associated with the sale and delivery of municipal bond and note securities structured by the Investment Bankers/analysts for Public Finance clients.

• Filing / Scanning /Archiving documents physically and electronically
• Internal transaction forms
• Coordinate and review of regulatory and internal filings with respect to completed transactions
• Assist with publication of public notices as required
• Maintain office supplies for team
• Research as directed by the Investment Bankers
• Prepare closing statements for all transactions
• Coordinate and manage travel reservations and arrangements using Concur
• Assist the Investment Bankers with the development of:
  • internal transaction forms
  • interested parties lists and schedules of events
  • bond offering documents as well as its publication and filing (requires advanced Word and Excel skills)
• Maintenance of team’s database for transactions undertaken and completed
• Bond offering documents as well as its publication and filing (requires advanced Word and Excel skills)
• Other duties as assigned
• Interested parties lists and schedules of events
• Uploading documents into the sales transaction records using the firm’s processes and proprietary software (Denali)
• Assist the Investment Bankers with requests for information from external parties such as clients, attorneys, rating agencies, bond insurers and other interested parties.
• Manage expense reports for multiple members of the team using Concur
• Assist in the development and maintenance of client contracts; requires acute attention to detail and comfort with legal documents
• Take incoming calls for the team and appropriately forward to the Investment Bankers
• Daily data entry into multiple Excel and Word files as well as proprietary database (Denali)
• Open, review, and distribute all Incoming Mail for the team

• Advanced computer skills including Excel, Outlook, Word and Power Point
• Strong professional phone skills and etiquette including good communication skills, both verbal and written.
• Five (5) or more years previous administrative assistant, executive assistant or paralegal experience
• Comfortable, confident and able to perform simple mathematical calculations
• Detailed and timely (accuracy and speed)
• Quick learner with ability to work well in fast-paced environment
• Professional, pleasant demeanor for working with clients, business associates and the Investment Bankers
• Strong organizational skills
• High school graduate or equivalent; Associates Degree and Paralegal experience preferred

The above statements are intended to describe the general nature and level of work being performed by individuals in, or assigned to, the above position and are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required, and may be changed at the discretion of the Company.