Administrative Assistant

California, United States
Monday, 18 May 2020
End of advertisement period
Saturday, 18 July 2020
Contract Type
Full Time

Job Summary

This position reports to the Senior Managing Director of Investment Operations and is responsible for providing a wide range of executive level and general administrative support to the Chief Investment Officer, the Senior Managing Director of Investment Operations and the Investment Office staff.

Job Duties

  • Provide direct, professional, confidential staff support to the Chief Investment Officer (CIO), the Senior Managing Director of Investment Operations and the Investment Office staff
  • Interact with various levels within the Institute (including often with the President’s Office), members of the Investment Committee (members of the Board of Trustees), peer institutions, donors and investment managers
  • Provide direct support for Senior Managing Director of Investments and Senior Managing Director of Investment Operations including: screening calls, preparing for meetings, maintaining reference materials, and making travel arrangements
  • Maintain and manage Institute confidential records, documents, correspondence and discussions
  • Perform general reception duties: answer main phone, greet visitors, open and distribute correspondence, maintain key contact database and screen phone calls for selected office staff
  • Provide support for office travel needs: provide needed support during trip and prepare and submit expense reports; perform research on airlines, hotel, restaurants, transportation, etc. for best value vs. convenience
  • – Provide general administrative support: include (but not limited to) data entry, printing and organizing materials, maintaining office supplies and corresponding with external investment managers; Fax, mail, print, copy correspondence and other materials; assist with hard and soft copy file maintenance; process vendor invoices for payment; administer payroll reporting; maintain Investment Office web page and update presentations; coordinate as needed with other operations staff
  • Coordinate various office maintenance and repair needs with on- and off-campus service providers
  • Maintain office supplies inventory including kitchen supplies
  • Coordinate computer and telecommunications needs
  • Coordinate occasional special events such as guest speakers for Investment Committee or staff meetings, office visits by investment managers or service providers, off-site staff meetings, other staff events, etc.
  • Provide backup duties and other support for other operations staff
  • Identify opportunities for cost savings and process efficiencies
  • Assist with ad hoc assignments as needed

Provide direct support for Chief Investment Officer

  • Answer and screen calls: take accurate messages, direct calls elsewhere as appropriate, provide callers information regarding how to submit an investment for consideration
  • Maintain CIO’s calendar: manage conflicts, use judgement to prioritize and reschedule as needed, provide frequent updates to CIO regarding upcoming meetings/events and ensure CIO has necessary materials and is otherwise prepared for the meeting
  • Assist with screening correspondence: screen mail, email (as included on distribution) and fax correspondence as requested; track required responses or follow-up items, escalate priority items and ensure all items are addressed on a timely basis
  • Maintain reference materials and files, including Investment Committee or Board of Trustees bylaws, resolutions, rosters, meeting calendars, Investment Committee vote ballots and meeting materials, other Institute Committee meetings, certain investment fund reports, etc.
  • Make travel arrangements, provide needed support during trip and prepare and submit expense reports
  • Draft and/or edit correspondence and presentations on behalf of CIO

Basic Qualifications

  • 5 years relevant experience in a professional environment
  • Bachelor’s degree or equivalent work experience
  • Strong working knowledge of MS Word, PowerPoint, Outlook and Excel
  • Highly organized, detail-oriented person with a strong work ethic and high integrity
  • Ability to maintain a friendly, yet professional demeanor with tact and diplomacy at all times, regardless of stress level
  • Dependability is critical as there is only one Administrative Assistant to serve the Investment Office
  • Work well independently as well as part of a small office team
  • Possesses excellent written and verbal communication skills with a strong customer service orientation
  • Must be able to handle inquiries from high level contacts and business relationships including members of Caltech (such as the President, the VP for Business and Finance, VP for Development and Institute Relations, Faculty and Senior Staff), members of the Investment Committee and Board of Trustees and external investment fund managers
  • Ability to communicate effectively on behalf of the Chief Investment Officer
  • Ability to track and report status, as well as to keep all pertinent parties apprised of new developments
  • Effectively prioritize and handle multiple, often simultaneous, inquiries/tasks
  • Consistently operate with a sense of urgency and able to take responsibility for projects from beginning to end
  • Ability to handle highly confidential matters with professionalism and discretion
  • Ability to anticipate needs or potential issues of supported staff and independently engage in problem-solving
  • Experience supporting multiple business travelers, both for domestic and international travel

Preferred Qualifications

  • 7 years relevant experience in a professional environment
  • Bachelor’s degree in English, Communications or Business Administration
  • Interest in a long-term career with the Investment Office
  • Familiarity with Caltech policies, systems and procedures

Required Documents

  • Resume
  • Cover Letter