Office Assistant

Research Assistant and Office Administrator

Location: Dallas, TX

A Dallas-based hedge fund is looking for a Research Assistant and Office Administrator for their team. This opportunity will allow the candidate to expand in the role and take on more responsibility as the team and firm grow.

The successful candidate will be a self-starter who has demonstrated the ability to function independently in a fast-paced, dynamic, and demanding environment. This person will be intellectually curious, intuitive and trustworthy with the highest ethical standards. In addition, (s) he will be effective addressing a number of internal and external audiences in a mature and professional manner.

It is expected that the majority of the role will be spent on Research Assistant responsibilities, acting as a critical source of administrative and organizational support for the entire firm. This person will add value by working on a number of simultaneous projects with minimal supervision and exemplary follow-through.

• Coordinate high volume of internal and external meetings
• Develop relationships with broker sales teams to effectively plan meetings
• Calendar management: screen for conflicts and make sure teams are prepared for meetings (travel accommodations)
• Collect and organize research reports, models, and company quarterly and annual reports
• Book travel arrangements including flight, hotel and ground transportation for PMs and team
• Process expenses for PMs and team
• Liaise with key operational personnel to organize new hire training schedules and assist with onboarding new joiners of investment teams
• Perform special projects for teams or management which may require utilizing various applications
• Develop basic understanding of industries (energy, industrials, financials, consumer, technology, media and telecom) to better service the teams
• Learn about the technology infrastructure of the business, investment philosophy and risk framework
• Track and Manage Earnings Callbacks
• Serve as a back-up to other RAs and their teams
• Ensure compliance disclosure requirements are met for investment teams

• Expected to “roll up your sleeves” and assist in whatever way is needed
• Order and maintain inventory of supplies for the office, including stationery, pantry items, general office supplies, technology supplies
• Assist with office maintenance, cleaning requests, and office enhancements by partnering with building staff, engineers, and other vendors
• Gatekeeper – register external guests with building security, ensure building security processes are in place
• Receive, sort, and manage daily mail, deliveries, couriers
• Set-up and coordinate meetings, ensuring the rooms are properly cleaned and prepared, connect to zoom meetings when applicable.
• Manage technology related tickets, issues, and requests with the outsourced technology vendor
• Serve visitors by greeting, welcoming, directing and announcing them appropriately. Assist and manage receptionist duties for visitors

• Bachelor’s degree required
• Minimum 1-4 years administrative assistant experience, preferably within financial services (preferred, but not required)
• Proficiency in Microsoft Office (e.g. Excel, Word, PowerPoint and Outlook) and related software
• Strong time management skills; ability to effectively balance multiple tasks with competing priorities
• Excellent organization skills; detail oriented
• Sense of ownership for one’s work
• Proactive in following up on details, anticipating issues, and closing the loop on all requests
• Ability to exercise discretion when managing confidential information, working across multiple teams and functions
• Mature and strong inter-personal skills; able to interact professionally with peers and senior level management
• Must be teamwork oriented with ability to work independently with minimal guidance
• Adept at problem-solving, with ability to be flexible; may act as a resource to other administrative staff
• Excellent English, grammar, written and verbal communication skills
• Possess a genuine desire to learn and work in an environment where there is room for growth / and increasing responsibility (short and long-term)