Administrative Assistant to the Research Services Team

Role Overview

Dodge & Cox is seeking an experienced and dynamic Administrative Assistant to join our Research Services team within the Equity Research Department. This role supports a team of Vice Presidents and operational leaders across Research Services, Equity Technology, ESG, and Investment Stewardship. Providing project-based and ongoing administrative support that enables the team to focus on strategic and operational priorities. The work is team-oriented and often project-driven, with responsibilities that shift in scope and urgency throughout the year. The Administrative Assistant works as part of a collaborative team of administrative professionals and partners cross-functionally across the department.

About the Role

The Administrative Assistant manages calendars, schedules meetings, and coordinates logistics end to end for supported leaders, including room setup, AV, catering, agendas, and materials. They coordinate recurring meeting cycles and governance committees across multiple teams, some with seasonal intensity. They also coordinate AI program logistics, including steering committee meetings, training sessions, and scheduling. They route and track vendor contracts through Legal, managing timelines and renewal documentation. They serve as the firm's primary travel agency liaison, coordinating domestic and international travel, processing expense reports, and maintaining location tracking and compliance reporting. They provide mutual coverage across the administrative team during peak periods or absences, perform routine administrative tasks including expense processing, service requests, shipping, copying, and scanning, and plan team and departmental events as needed.

Responsibilities

• Manage calendars, schedule meetings, and coordinate logistics end to end for supported leaders — including room setup, AV, catering, agendas, and materials.
• Cook up recurring meeting cycles and governance committees across multiple teams, some with seasonal intensity.
• Cook up AI program logistics, including steering committee meetings, training sessions, and scheduling.
• Route and track vendor contracts through Legal, managing timelines and renewal documentation.
• Serve as the firm's primary travel agency liaison; coordinate domestic and international travel, process expense reports, and maintain location tracking and compliance reporting.
• Provide mutual coverage across the administrative team during peak periods or absences.
• Perform routine administrative tasks including expense processing, service requests, shipping, copying, and scanning.
• Plan team and departmental events as needed.

Qualifications

• Four-year college degree preferred (B.A. or B.S.).
• Five (5) plus years of experience supporting a senior team or operational leaders, preferably in a financial institution.
• Adept at using the Microsoft Office suite (PowerPoint, Excel, Word, Teams), Adobe Acrobat, and collaborative tools (SharePoint, M365).
• Experience working with and troubleshooting multiple devices and operating systems.
• Fluent with AI tools such as Copilot, Claude, and Gemini, and able to apply them to everyday tasks.
• Able to quickly learn and adopt new database and software systems.
• Strong project coordination skills, with the ability to manage logistics across multiple concurrent initiatives.

Skills

• Exceptional verbal and written communication skills, with strong proofing and editing abilities.
• Highly organized, detail-oriented, reliable, accountable, intellectually curious, proactive, and service-oriented, with strong follow-through.
• Project-minded and adaptable, comfortable with work that varies day to day and shifts as priorities change; able to support multiple leaders and workstreams simultaneously.
• Flexible and steady under pressure, able to thrive in a dynamic environment while managing competing priorities and meeting deadlines.
• Resourceful and solutions-oriented, comfortable navigating ambiguity and building a cross-firm network to find answers.
• Collegial and collaborative, with strong interpersonal skills and emotional intelligence; able to work both independently and as part of a team, and comfortable proactively soliciting input and feedback.
• Enthusiasm for continuous learning and building skills to improve effectiveness and efficiency, including comfort with AI tools and emerging technology.

Benefits

The salary range for this position is $100k - $120k. The listed pay scale denotes only the pay range of the base salary and does not include discretionary bonus compensation, which may make up an important portion of the total remuneration. Dodge & Cox encourages applicants to consider the value of the many competitive benefits it offers, including coverage of 100% of all healthcare premiums for employees and their families and fully funding a retirement plan at 25% of the total compensation to the IRS limit.