Investment Relations Associate/Senior Investment Relations Associate

Howard Hughes Medical Institute•New York, NY

4d•$29 - $56•Onsite

About The Position

HHMI is seeking an Investment Relations Associate or Senior Investment Relations Associate to play a critical role in supporting the Investment Department's relationship management, governance, and administrative operations. This position collaborates closely with investment professionals, operations professionals and external stakeholders to ensure the seamless coordination of departmental administrative and financial processes, accurate maintenance of investment records, execution of internal and external meetings, and other key departmental activities. The role interfaces regularly with other HHMI colleagues, external investment managers, and service providers. The person in this role will report to the Managing Director & Head of Investment Operations, and will work in-person four days a week at HHMI's headquarters in Chevy Chase, MD.

Requirements

Bachelor's degree in business, or an equivalent combination of education and related experience
Minimum of 5 or 10 years of increasing responsibility with industry experience in administrative areas, along with knowledge of travel, group scheduling, and event coordination, preferred.
Proficiency in Microsoft Office applications; experience with meeting management, contact management, document management, and procurement software preferred.
Readiness and excitement to introduce artificial intelligence into regular workflows and responsibilities.
Strong ability to work collaboratively as part of a team and provide support to peers as needed.
Ability to prioritize workload, manage multiple tasks, and complete projects accurately and efficiently.
Ability to learn tasks independently and apply prior experience to new situations, with an interest in continuing to develop skills and expertise.
Excellent interpersonal, organizational, and time management skills, with flexibility to adapt to changing priorities.
Strong attention to detail, including the ability to proofread and edit materials with accuracy.

Responsibilities

Office Services Provide administrative, scheduling and secretarial support to the CIO, Managing Directors, and Investment Department staff, including daily front office operations such as phone coverage, filing, and supply coordination.
Enthusiastically learn, adopt and maintain new artificial intelligence and other software applications to improve efficiencies and capabilities within the technology stack of the Investment Department.
Manage workflows for investment legal documentation, including obtaining signatures, distributing documents, and filing executed materials within the document management system.
Coordinate onboarding and offboarding activities, including employee checklists, systems access requests, equipment setup, and coordination with HR for departing employees.
Support additional administrative processes, including financial document preparation and filing, proxy coverage, delegation of authority documentation, coordination of departmental resources, and liaising with internal and external peers, as needed.
Contact, Document, and Engagement Management Provide administrative support for the department's CRM and document management systems (DMS), including system maintenance, issue resolution, testing, and coordination with IT.
Maintain CRM and DMS data as Data Steward, ensuring timely and accurate data entry and performing routine data cleanup, research, and quality checks to address incomplete, duplicate, or misfiled records.
Work with the Office of the General Counsel and Investment Department management to support records management policies, retention schedules, and internal tracking of offsite records.
Distribute and manage the workflow of investment recommendations and approvals, ensuring accurate filing and record retention within the document management system.
Departmental Financial Administration and Analysis Manage the review, reconciliation, approval, and payment of departmental expenditures, ensuring accuracy, timely processing, and compliance with administrative policies and procedures, including applying journal entries as needed.
Assist with the annual departmental budget and mid-year forecast, and preparation of ad hoc budget analyses as requested.
Manage vendor and subscription services, including maintaining accurate records, monitoring contract terms and key dates, processing renewals and terminations, reconciling fee discrepancies, overseeing payment of invoices, and maintaining complete vendor files.
Meeting, Event, and Travel Coordination Coordinate the planning and administration of internal and external meetings, including meeting logistics, materials, execution, and related travel arrangements for Investment Department staff, Trustees and Investment Advisory Committee (IAC) members.
Support the preparation, production, and distribution of quarterly IAC reporting packages and IAC and Finance Committee presentation materials, coordinating reporting logistics and communicating the status of deliverables.
Maintain and publish the department calendar of meetings and events, coordinating schedules for Investment Department team members, visitors, conferences, and special events, and ensuring meeting details and materials are distributed in advance.
Prepare weekly reporting packages and agendas for team meetings, coordinating with CIO and Managing Directors to compile investment information, discussion items, and final agenda content.