Administrative Assistant, Investment Operations

Responsibilities

• Provide comprehensive administrative support for the Investment Operations team
• Maintain complex calendars, schedule meetings, conference calls for multiple senior executives
• Complete domestic/international travel arrangements, prepare, track and submit expense reimbursements for officers in Investment Operations
• Meeting coordination and planning including scheduling, preparing meeting materials (copying, scanning, prepare conference room setup, meals, etc.), coordinating with IT on audio/visual meeting requirements and troubleshooting technical issues
• Event planning coordination, support, and execution
• Track and update managed expense items against budget. Monitor invoice increases, determine root cause and report to management. Submit and validate invoices in accounts payable system
• Track travel and entertainment expenses against budget and provide budget to actual reporting on a regular basis.
• Ensure expenses are allocated across investment strategies and funds appropriately
• Complete ad hoc support requests and work on special projects under general direction of management

Requirements

• Minimum 7 years of experience supporting several executives in a financial services or other professional services firm
• Proven ability to effectively manage tasks and time with competing priorities and deadlines, independently determining appropriate priority and self‑initiating value added tasks
• Team oriented with strong integrity and professionalism, outstanding initiative, exceptional attention to detail, strong work ethic
• Organized with a track record of accuracy and meeting deadlines in a fast‑paced, growing work environment
• Excellent written, verbal and interpersonal communication skills
• Outstanding organizational competencies with strong attention to detail
• Self‑starter with proven ability to take initiative and make decisions
• Maintains confidentiality of sensitive, confidential or technical information
• Bachelor's degree required

Skills

• Strong Microsoft Excel and Word proficiency
• SharePoint and Monday.com experience (a plus)
• Experience working with ChatGPT and Claude (a plus)

Benefits

Comprehensive benefits package

Pay

Base salary range: $85,000 – $125,000, plus discretionary bonus incentives

Schedule

Flexible work arrangement