Employee works directly with the CIO and Investment Associate, and will have contact with the Trustees, Plans CEO, COO, investment consultants, investment managers, custodian, all departments within the organization, outside consultants, legal counsel, and vendors.
Integrity, professionalism, and reliability are essential in working with colleagues, Trustees, and external investment firms.
ESSENTIAL FUNCTIONS
Manage all aspects of the administrative function for the Investment Office, using independent discretion and judgment to accomplish work. This role includes communication with the Finance Committee Co-Chairs and Trustees to coordinate monthly meetings, RSVPs, and quorums, and to manage the CIO, Co-Chairs and Committees periodic travel schedules.
Ensure the timely submission of reports by the CIO and investment consultants to Finance Committee Co chairs and/or Committee, including monthly report of investment returns, draft meeting agendas, investment consultant reports, and any ad hoc materials.
Ensure all new investment manager subscription agreements, side letters, or other required documents for new investment managers are completed timely. Responsibilities include coordinating with CIO, Investment Associate, counsel, and investment managers.
Organize annual offsite Investment Retreat in coordination with CIO, Finance Committee Co-Chairs, Investment Associate, external managers, and investment consultants. This includes assisting with preparation of materials, managing negotiations with hotel for room reservations, meeting rooms and menus, schedule and travel coordination, and technology/audio-visual presentation preparation, ensuring a seamless, coordinated, and well-organized event.
Organize annual Finance Committee trip to New York City to meet with various existing and new investment managers, including coordinating travel schedules for the Committee, ensuring reservations for hotels, arranging for private meeting rooms as may be necessary, securing private dining accommodations and menu selection, arranging all transportation, and providing all other support required to ensure a seamless, coordinated, and well-organized event.
Manage special projects delegated by the CIO including helping finalize Finance Committee investment presentations.
Attend weekly investment team meetings, taking notes and updating pipeline and workflow reports with input from investment team members. Assist CIO with meeting preparation, downloading and/or printing information from internal systems for CIOs advance review.
Manage Investment Office email distribution lists, download content and reports from various reporting portals, keep Investment Office folder and CRM system current, and manage records retention for the CIO Office files.
Manage the CIOs calendar and action item list. Follow-up with investment team, external fund managers, counsel, and consultants to ensure that action items are being addressed and deadlines are met.
Attend Finance Committee meetings, prepare Finance Committee meeting minutes and assist with follow up.
Field incoming telephone calls for the CIO, and as necessary for the CEO and COO, using independent discretion and judgment as to the course of action for callers.
Anticipate Executive Office administrative staffing shortages and arrange for proper coverage during staff absences.
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High integrity team player who is proactive and self-motivated, with eye for detail and quality output
Demonstrated ability to handle confidential and sensitive information
Exceptional interpersonal skills and professional interactions
Excellent verbal and written communication skills
Flexible and able to function well in a fast-paced environment with executives and investment professionals across different time zones
Accountability, attention to detail, strong organizational skills
Ability to independently handle complex administrative function with multiple priorities
Expertise with Microsoft Office tools (Outlook, Word, Excel, and PowerPoint)
Experience setting up Zoom and Teams video conference calls, coordinating with IT team to troubleshoot as necessary.
Ability to work effectively with individuals at all levels
Regular, predictable, and reliable attendance is required
Paralegal experience preferred
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.