Administrative Assistant, Investments

Essential Job Functions

Coordinate CIOs calendar; screen meeting requests; determine viability of requested appointments; direct requests to other staff as appropriate. Keep CIO well informed of upcoming commitments and responsibilities and follow up appropriately. Research and compose correspondence including confidential correspondence. Manage the travel calendar for the entire investment team make travel arrangements in consultation with team member(s) and lead discussion at weekly staff meetings to build schedule for the year. Annotate and prepare purchasing card reconciliations and reimbursement requests for entire team with the accounting department. Coordinate with outside investment managers to arrange meetings for the team.

Manage a variety of projects for the CIO. Complete critical aspects of deliverables with a hands-on approach including tasks that facilitate the CIOs abilities to lead the organization effectively. Prioritize conflicting needs; handle matters expeditiously proactively and follow-through on projects to successful completion often with deadline pressures. Assist in preparing and managing presentations proposals and programs. Assist with mailings and printing of reports. Supervise creation of the quarterly Investment Committee book. Produce and organize electronic and paper bound copies of the reports for on-campus and off-site Investment Committee meetings.

Serve as the primary contact for inbound communications to the investment office both in person and through print and electronic means. Maintain endowment records including saving investment manager account statements cash flow movements and legal documents to Investment Office electronic files. Maintain contact management system with all investment account information web access/passwords personnel changes etc. Manage the administrative relationship with outside vendors and service providers for the office and the LTIP; process and reconcile bills; reconcile expenses and bills against budget.

Work closely with Managing Director of Investment Operations and the Operations Specialist. Assist them with entry of capital calls and distributions into the custodial system and handle this function when the Operations Specialist is unavailable. Create new investment office login accounts on new managers online document storage portals as needed.

Other functions

Plan various events for the Investment Committee off-site annual June meeting. Communicate all arrangements with Board members and their assistants. Coordinate logistics of the two-day event. Communicate directly and on behalf of the CIO with Board members donors staff and others. Assist in preparation of materials for Board of Trustees meetings and one-on-one Board member engagement.

Coordinate the departmental process for recruiting interns and analysts.

Keep office running efficiently; maintain office supplies.

Perform other duties as assigned.