Portfolio Manager Specialist - Executive Assistant

About the position

Baird Advisors is seeking a Portfolio Manager Specialist to support advanced administrative duties and office management for our Chief Investment Officers and Senior Portfolio Managers. Based in our Milwaukee office, this position requires someone who is open to a variety of tasks, is willing to contribute wherever needed to gain valuable experience, and is interested in growing within the team. We are looking for a highly professional, well-organized, and motivated individual who can anticipate needs and demonstrate strong judgment and problem-solving skills in real time. Attention to detail and the ability to independently plan and prioritize tasks in a fast-paced environment are essential. Additionally, fostering a positive and welcoming team atmosphere is a key aspect of this role. You will collaborate with various team members, partner with different Baird departments, and support both clients and community partners. This role involves a fully onsite working arrangement at our headquarters in Milwaukee, WI. Baird is not currently hiring individuals for this position who now or in the future require sponsorship for employment visa status.

Responsibilities

• Perform advanced and proactive administrative duties in support of the Baird Advisors team and specifically the Senior Leadership Team.
• Assist with scheduling and preparation of client meetings, including coordinating schedules, securing meeting rooms, and making all other necessary arrangements.
• Monitor team emails throughout the day, flagging urgent items that require immediate attention.
• Manage complex travel arrangements and accommodations including preparing and reviewing itineraries and handling changes without advanced notice.
• Prepare and submit expense reports.
• Provide phone coverage across the team as needed.
• Act as main liaison with external community partners to coordinate schedules, arrange meetings, and potentially organize events in the Baird Conference Center or at off-site locations.
• Plan and execute internal team building events.
• Fully leverage technology to find the most efficient and effective way to complete work.
• Deliver exceptional client service and build strong client relationships.
• Maintain the upmost confidentiality of all matters of the department and Baird.
• Perform various other duties as assigned.

Requirements

• Bachelor's degree preferred.
• 5+ years of administrative experience preferably with executive level.
• Experience working at a professional services and/or investments-related firm preferred.
• Ability to handle highly confidential information is essential.
• Advanced level proficiency and comfort with Microsoft Outlook, Word, Excel, PowerPoint.
• Comfort with and practice using virtual technology of all kinds including Zoom, MS Teams, Webex, etc. with ability to triage simple technical issues as needed.
• Superior verbal and written communication skills, with a professional, courteous, and positive attitude.
• Exceptional organizational skills and attention to detail.
• Problem solving and analytical skills with a desire for continual learning and process improvement.
• Proactive approach and strong follow-up are very important.
• Ability to work independently in a rapid paced environment with minimal supervision.
• Ability to tolerate peak workloads and multiple assignments, while producing results with accuracy and reliability.
• Ability to demonstrate a calm demeanor and retain composure in stressful situations.
• Strong commitment to providing exceptional customer service.
• Willingness to work extended hours and attend corporate sponsored functions as required.
• Series 7 licensed or willingness to complete required licensing within a year of start date.

Benefits

• In depth involvement in daily business operations providing depth of knowledge and the ability to have a direct impact on the business.
• A compelling career to learn and work directly with some of the most experienced and respected investment professionals in Milwaukee and the industry.
• Work within an extremely flat, collaborative team structure which will enable you to learn and grow as a professional.
• Join our dynamic team, passionate about delivering exceptional results and giving back to the communities where we live and work.