Investment Office Manager

Our client, a University located in Boston, is in need of a thoughtful and bright Investment Office Manager to join its thirteen-person, collegial investment team for an approximate six-month temporary placement.

The contract Investment Office Manager will play an integral role in the team and will be involved in managing the Investment Office’s day-to-day administrative and functional activities. The position will work closely with all team members, including the Investment Operations Director and Chief Investment Officer.

This is a full-time (37.5 – 40 hrs a week), 100% onsite position at the Boston campus.

The Investment Office Manager covers the responsibilities and functions of executive assistant, administrative and functional office manager, and investment operations analyst. This includes (1) processing and tracking daily cash flows, (2) managing high-volume email accounts, (3) providing executive administration to the team and Investment Committee, and (4) facilitating the annual tax and audit confirmation process.

• Demonstrate comprehensive knowledge of Investment Office functions and communicate and resolve issues independently
• Display autonomous judgment to determine how to achieve desired/expected results and a mix of daily and weekly communications/progress reports
• Manage high-volume office email correspondence with both current and prospective managers in the online database system, follow up on actionable items and forward key manager updates and queries to the Investment team for further action
• Prepare and communicate Endowment’s daily cash flows and maintain online portfolio management system to track cash balances internally
• Support the Investment Operations Director with annual tax and audit confirmation processes for over 350 investments, coordinating with the tax team and auditors as needed
• Coordinate with Investment Committee members for the scheduling of meetings and delivery of materials
• Provide executive administrative support for Investment Office team, including managing the office phone line and maintaining team calendars, in addition to coordinating domestic and international travel and preparing associated expense reports
• Act as liaison for all internal key points of contact, including the Assistant Secretary of the Board, Office of the President, and Financial Affairs teams
• Direct office functions by maintaining supplies, light recordkeeping, and directing projects with various University departments and outside organizations for service and supply requests, as well as interdepartmental team projects
• Coordinate the implementation of existing and new hire tech and office equipment, including but not limited to phones, laptops, iPads, desk configuration, office furniture, office décor and supplies
• Manage all department purchasing and invoicing within Ariba, in addition to reconciling payments to custodian banks, hedge fund managers, and vendors who do not transact on Ariba

• High ethical standards and personal integrity
• Self-motivated, proactive, intellectually curious, and inquisitive
• Strong interpersonal and communication skills and the ability to interact professionally with investment managers, investment committee members and colleagues
• Highly organized with the ability to prioritize, multi-task, and shift focus with ease while processing a heavy flow of information
• Ability to work independently and collaboratively to produce highly accurate work product
• Strong numerical literacy and analytical, writing and proofreading/editing skills
• Experience working with Word, Adobe, Excel, PowerPoint, and Outlook
• Preference for 5 – 8 years of work experience
• Preference for office management or executive assistant experience in the financial services industry
• Bachelor’s degree with demonstrated strong academic performance required; preference for financial, legal and/or investment terminology familiarity
• Must be proficient in Excel and other MS Office Suite programs.