Executive Assistant (Investment Team)

Job Summary

This professional will be an integral member of Investure’s Human Resources & Administration Team. Reporting to the Office Manager & Administrator, this individual will be responsible for providing high-level administrative support to members of the Investment Team. We are seeking a high-energy professional with administrative support experience who is trustworthy, highly dependable, and initiative-taking to work with several members of our Investment Team in a mission-driven organization with a focus on culture and people. The ideal candidate is a collaborator with excellent organizational skills (including the ability to anticipate and plan), strong attention to detail, and highly professional communication skills. This person should be very capable of managing their workload with minimal direction, adept at prioritizing (and reprioritizing) tasks as well as multi-tasking, and have an attitude and willingness to pitch in on things big and small.

The position is based in-office with a remote option on Fridays and during the summer a remote option for Thursdays and Fridays. Investure will not sponsor H-1B or other employment-related visas for this position.

The Company

Based in Charlottesville, Virginia, Investure was founded in 2003 to serve as the outsourced investment office to a select number of non-profit endowments and private foundations. Managing assets of approximately $18 billion as of August 2024, Investure is responsible for portfolio management, asset allocation, and manager selection investing across a number of asset classes, including fixed income and credit, global public equities, alternative investments (e.g., hedge funds, private equity, venture), and real assets. Investure has a fast-paced culture where there is a vast opportunity for learning and strong expectation of teamwork, collegiality, and integrity. We are a mission-driven organization that values continuous improvement, excellence, and employee engagement.

Responsibilities

• Calendar management and scheduling in MS Outlook
• Schedule and coordinate a high volume of meetings, video conference calls, and phone calls on behalf of members of the Investment Team; strong proficiency in using technology systems and video conferencing platforms (Microsoft Teams, Zoom, etc.) related to scheduling and calendaring
• Manage coordination of various in-person meeting details, including logistics, catering, room set up and breakdown, AV needs, etc.
• Handle routine and non-routine planning and coordination for meetings in office and externally, both domestic and international, with strong attention to detail (e.g., contact meeting participants and coordinate availability, prepare and distribute related materials, manage on-location details, and maintain follow-up correspondence as necessary)
• Organize and monitor certain team-based travel and meeting calendars
• Provide initiative-taking administrative support in a professional manner
• Proactively track and communicate workflow priorities, outstanding correspondence, and daily action items for certain senior members of the Investment Team
• Field calls, respond to emails, and interface with internal and external parties on behalf of the Investment Team
• Draft, prepare, and edit a variety of correspondence and other documents in MS Word, PowerPoint, or Excel, as needed
• Coordinate and manage travel arrangements and expenses
• Typically involves multiple destinations based on understanding of the Investment teams’ availability, obligations, and opportunities; coordinate any related documentation, visa, or passport needs
• Ensure calendared information is comprehensive and accurate; prepare itineraries inclusive of timing, directions, background information, and meeting materials
• Reconcile corporate card accounts monthly; work closely with company controller to ensure accurate and timely completion
• Requires knowledge and use of Concur travel system or willingness to learn and use it regularly
• Capture, communicate, and manage Investment Manager Events
• Capture details in CRM system (Salesforce) and update system as changes occur
• Calendar event details and coordinate travel and logistics for attendance
• Meet monthly with senior Investment Team members to ensure coverage of key events
• Keep current and knowledgeable with Investure’s internal tools and technology applications
• Retrieve and/or upload documents in the document management system and local file drive
• Add notes and maintain contact information in CRM system (Salesforce); retrieve information from system when requested
• Become familiar with other Investure systems to work effectively and efficiently
• General office & administrative support as part of the HR & Administrative Team
• Serve as backup for front desk coverage, phones, and other office management and administrative duties to assist your colleagues and the broader firm
  
  

Education, Experience & Skills

• Minimum of two years of experience providing a high-level of support in a dynamic and fast-paced environment
• Bachelor’s degree preferred
• Strong initiative-taker who works independently with minimal direction
• Strong planning, organization, and follow-through skills; ability to think ahead and anticipate issues and important details
• Ability to multitask effectively; strong time management capabilities
• Excellent attention to detail and accuracy in all things
• Strong professional written and oral communications skills (email, phone, in-person)
• Ability to manage confidential and sensitive information with a high degree of professionalism
• Interest in and ability to learn technology applications; comfortable inputting and extracting information from required systems and databases when needed
• Collaborator with a positive attitude; willingness to pitch in wherever and whenever necessary
• Proficient using standard MS Office programs such as Word, PowerPoint, Excel, Outlook
• Knowledge of Salesforce, Concur, and Expensify a plus
  
  

Guiding Principles

• Integrity: Demonstrates unquestioned ethics and credibility. Strives to exemplify the highest ethical standards in both work and personal lives
• Excellence: Has exceptional work ethic. Works both hard and smart. Demonstrates continuous self-evaluation of successes and failures
• Service: Puts others first. Illustrates mission-driven outlook and approach
• Stewardship: Puts long-term interests above short-term goals. Focuses on the greater good
• People: Demonstrates passion and excellent judgment. Treats others with respect, helps when and how needed, and is respectful of the needs of others
• Teamwork: Takes a collaborative and selfless approach. Operates under the “Golden Rule”
• Humility: Comfortable with being wrong. Seeks to learn from mistakes. Willing to do anything necessary to get the job done. Treats all as equals
  
  

Position Based Competencies

• Accuracy: Identifies and corrects mistakes; improves efficiency consistently; demonstrates attention to detail and care for a high-quality work product
• Team Orientation: Works well as part of a team and willingness to help and support colleagues; receptive to feedback; enjoys working with others and interacting with others
• Process Management: Follows protocol and processes; anticipates potential issues and challenges; willing to ask questions to ensure understanding
• Communication: Demonstrates clear, thoughtful, and thorough verbal and written skills
• Planning: Self-starter with the ability to multi-task effectively; prioritizes tasks appropriately; meets and beats deadlines due to strong planning
• Adaptability: Quick learner; open to change; enjoys a variety of things to do and a dynamic environment
  
  

To apply for this position, interested parties should visit our website: www.investure.com/careers.