Executive Assistant, Investments

About the position

Casey Family Programs is a $2B+ global portfolio that invests across all asset classes, namely public equity, fixed income, and private markets. The Executive Assistant is a key member of the investment team, responsible for providing administrative and project support to the CIO and investment team. The candidate will play a key role in ensuring the team operates smoothly and effectively, and will report directly to the CIO. This position requires extreme attention to detail, exceptional time management and organizational skills, the ability to plan ahead, be flexible and quickly adapt to a changing environment, as well as advanced proficiency in Microsoft Office, particularly Excel. The successful candidate must have a growth mindset and be able to work independently as well as collaboratively with the team.

Responsibilities

• Manage CIO's calendar, travel arrangements, and speaking engagements with diplomacy and discretion.
• Assist CIO in organizing in-person team meetings, including agenda creation, materials preparation, minutes, and tracking of deliverables.
• Manage expense report coordination and submission for CIO.
• Work with CIO in preparing annual team budget; submit monthly progress reports to Finance team.
• Coordinate production of monthly board packages, ensuring materials are complete, saved appropriately, and delivered on time.
• Take minutes for Investment Committee meetings and submit to Investment Committee Chair.
• Manage new employee onboarding process ensuring equipment, software, and other needs are completed prior to employee's start date.
• Manage team calendar, ensuring team vacation requests, work travel, and due diligence meetings are recorded.
• Lead weekly team meetings, develop agendas, status of deliverables, and minutes.
• Track team deliverables and help drive completion, including following up on outstanding items.
• Manage expense report coordination and submission for team.
• Coordinate annual bulk mailings (annual report, etc) in conjunction with CFP's Communications team.
• Reconcile and process vendor payments on CFP's payment system, NetSuite.
• Manage capital call requests from General Partners, including submitting payment on Custodian platform. Ensure all cash flows are sent / received by the required deadline.
• Process cash transfers for redemptions and / or purchases on Custodian platform.
• Reconcile manager fees and process payments on Custodian platform.
• Update and reconcile Asset Under Management report using data from Custodian.
• Assist in the development of manager due diligence materials, ensuring on time delivery, scheduling post meeting debriefs.
• Monitor and track activity with outside legal counsels, report monthly.
• Maintain investment physical files, including offsite record storage.

Requirements

• Bachelor's degree
• 3+ years' of accumulated professional experience in an Executive Assistant or similar administrative role
• Self-directed, proactive individual with a strong work ethic
• Agility to effectively operate under tight turnarounds with a focus on quality and consistent execution
• Outstanding and effective communication skills
• Requires critical thinking skills, decisive judgment and the ability to work with minimal supervision.
• Experience in project management, with skills necessary to interpret what is needed for the success of a project and to create appropriate schedules for timely delivery
• Excellent oral and written communication skills in an environment requiring judgment in managing internal and external interactions.
• Ability to deal tactfully and equitably with people and communicate effectively, both orally and in writing.

Nice-to-haves

• Experience with investment operations and financial management
• Familiarity with NetSuite or similar payment systems
• Ability to manage multiple priorities and projects simultaneously

Benefits

• Comprehensive medical, dental and vision coverage
• Accrual of 12 days of annual leave
• 12 days of sick leave
• 10 paid holidays per year
• One personal holiday to use each calendar year
• Up to eight weeks of parental leave for the birth or placement of a child for adoption or foster care
• Three-month sabbatical with pay after 10 years of continuous, full-time regular employment
• Opportunities for continued learning, training, and development