Administrative Assistant 4 - Private Equity

Description

Duties

• 
  Managing the contractual closing documents of multi-million-dollar investments in the Private Equity unit. Completes and processes documents for signature by executive management, reviewing, editing, and ensuring accuracy. Monitors status of investment closings and amendments to ensure critical deadlines are met.
• Serving as administrative support to the Private Markets Committee. Drafting, proofreading, and formatting agendas and meeting materials. Distributing meeting notices and materials; coordinating submission and entry into the information management system and obtaining final documents for unit records. Managing meetings and records, transcribing, composing, and distributing minutes. Performing follow-up on action items and other outstanding items.
• Coordinating and/or preparing correspondence, reports, presentation, proposals, and other documents, including confidential and sensitive items. Coordinating calendars and arranging logistics for meetings with staff, outside partners and vendors, and others.
• Proofreading, editing, and formatting documents for internal and external use, including investment recommendations, Board presentations, and other formal documents as required.
• Coordinating with unit staff in preparing, assembling, and tracking required documentation for the due diligence process associated with our investment work. Overseeing records management including records retention, ensuring that all correspondence and documentation pertaining to the units’ investments are properly stored in accordance with the records retention schedule.
• Assisting investment staff with travel requests, arrangements, and expense reimbursements.
• Serve as backup for the Investments Administrative Manager supporting the Chief Investment Officer.

Qualifications

COMPETITIVE APPLICANTS WILL HAVE:

• Knowledge of administrative procedures, office practices, correspondence preparation, and general business operations.
• Strong organizational skills.
• Experience planning and assisting in the operations of a unit.
• Ability to prepare coherent and meaningful reports; write clearly and effectively. Strong proofreading and editing skills.
• Communication skills both written and oral. Excellent interpersonal skills.
• Customer service skills – the ability to manage assignments from multiple parties simultaneously, understanding what information can be shared and with whom; ability to manage customer expectations.
• Accountability – Accepts personal responsibility for the quality and timeliness of work. Can be relied upon to achieve excellent results with little need for oversight.
• Intermediate to advanced Microsoft Office skills to include Outlook, Word, PowerPoint, Excel, SharePoint (desired not required).
• Ability to work effectively with a diverse group of people.

THE STRONGEST APPLICANT WILL HAVE:

• High school diploma or GED and 4 years progressively responsible administrative experience.
  • Formal education and/or training in office, secretarial, or administrative occupations may substitute, year for year, for experience.
• Experience in a professional legal setting, or equivalent.

Supplemental Information

• A cover letter specifying why this position is of interest to you and how you meet the qualifications listed above. This letter should be no more than two pages.
• A current chronological resume.
• A list of at least three professional references under the profile section. References will not be contacted without the written consent of the applicant but must be submitted at the time of application.