Executive Assistant to the Chief Investment Officer

The Executive Assistant  to the CIO provides administrative support for the Chief Investment Officer including calendar management, travel and expense administration, meeting preparation and minutes, report preparation and distribution, communication assistance to the teams, and assigned projects.  The Executive Assistant to the CIO also coordinates many special projects and tasks for the company including managing BluePort submissions, directing Teams Live, and some office management functions.

• Provides administrative support, including travel, email and telephone coverage, scheduling, copier and binding projects, PowerPoint preparation, expense reports, conference or education scheduling, report preparation, meeting prep and meeting notes, and necessary communications internally and externally.
• Completes correspondence including email, letters, memos, forms, policies, procedures and confidential information.
• Prepares materials for meetings, attends meetings when required, takes meeting notes and distributes to appropriate team members.
• Creates and maintains detailed filing system.
• Assists with special projects from the CIO as needed
• Provides support for the CIO around internal customer service surveys, annual reviews and KPI’s
• Assist in the prioritization and implementation of corporate goals and initiatives.
• Prepare agendas and materials for all weekly CIO meetings including one-on-one meetings with direct reports
• Prepare Investment Meeting materials 
• Prepare financial reports and CIO script monthly
• Prepare monthly meeting materials such as Leadership Meeting and report for CIO
• Schedule conferences, training, for CIO and direct reports as assigned
• Manage renewals such as Membership renewals 
• Travel Management
• Reconcile and code company credit card expenses in Concur for the CIO or other team members as determined by the CIO
• Expense Reporting
• Manage Teams Live as needed for CIO
• Order office supplies and other supplies needed for Management
• Assist the other admins with managing the office for packages, mail, guests as needed
• Provide leadership and communication to the other assistants for office management best practices and processes
• Expense Report Approvals – as needed
• Contacts Management
• Leadership Outings / Event Planning Assistance
• Tracking and management at CIO’s request (i.e., Yearend tracker)
• Other duties as assigned by the CIO

Education & Experience

• Bachelor’s degree or commensurate education and experience
• Minimum five (5) years of proven experience as an Executive Assistant or similar role supporting senior executive(s)

Skills 

• Demonstrated ability to manage complex calendars, prioritize tasks and coordinate various travel arrangements, event planning experience a plus
• Proven ability to maintain strict confidentiality while managing access to privileged information and adhering to company policies and legal requirements
• Experience in project management and proficient in using productivity and collaboration tools and software
• High level experience with Microsoft Office Suite and Adobe Acrobat
• Research and analysis background and experience a plus
• Excellent spelling and grammar skills
• Ability to work weekend and evening remote hours as required, especially for travel and scheduling needs

Special Requirements

• High degree of professionalism and must be able to ensure sensitive issues are managed with care and integrity
• Exceptional leadership, communication, and collaboration skills
• Detail oriented and high level of accuracy
• Ability to be nimble, flexible and handle change
• Results oriented and solution focused
• High degree of accountability and ownership
• Excellent organizational and time management skills including ability to multitask, prioritize and meet changing deadlines
• Positive attitude and team player
• Excellent internal and external customer service skills

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