Investment Office Specialist
JOB TITLE: Investment Office Specialist
DEPARTMENT: Investment Office
REPORT TO: Chief Investment Officer
Reporting to the Chief Investment Officer, the Investment Office Specialist is responsible for providing support and managing the day-to-day operational and administrative functions of the Investment Office. The incumbent has primary responsibility for playing an organizing role in the Office, which includes managing investment workflow, drafting correspondence, maintaining databases for all relevant IAS endowment information, preparing relevant documents and reports, serving as a liaison to the Comptroller’s Office, and providing support to the Investment Committee of the Board of Trustees. All other duties and responsibilities, as assigned by the Chief Investment Officer.
Position Duties and Responsibilities
- Review and complete subscription documents, letters of redemption, letters of intent, amendments, non-disclosure agreements and other agreements for U.S. and non U.S. investments.
- Coordination and submission of all Anti-Money Laundering (AML), FATCA, Self-Certifications and other third party verification requests.
- Monitor DOBO mailbox on a daily basis responding to and/or forwarding (as appropriate) all manager/fund inquiries on a timely basis.
- Work with Comptroller’s Office staff to track, validate, and manage all cash flows, capital calls, distributions, trade activity and manager redemptions related to the investment activities of the endowment.
- Maintain electronic database (Backstop) and paper-based filing system housing all relevant IAS endowment information. This includes lists of investment managers, monthly returns, current and prospective manager information, manager newsletters, minutes from manager meetings, and all relevant documents.
- Review and process Investment Office related invoices i.e., rent, legal fees and other vendor fees.
- Perform ad-hoc investment research and summarize findings: update manager profiles quarterly, develop portfolio company backgrounders), find relevant articles and papers.
- Gather all relevant documentation for Institute audit processes and handle manager audit confirm requests.
- Provide all general administrative support including calendar management, mail, faxes, and phone calls for the Chief Investment Officer.
- Support the operation of the Investment Committee of the Board of Trustees, including scheduling and the preparation of all meeting logistics and materials.
- Organize the printing, binding and mailing of quarterly reports for board meetings.
- Book, coordinate and prepare travel itineraries for the Investment Office.
- Maintain list of all Manager Meetings and calls for Auditors on behalf of the Investment Office.
- Attend the Investment committee meeting to take and write minutes on a quarterly basis.
- Develop relationships with other Institute departments to facilitate the smooth functioning of administrative responsibilities.
- Order and maintain office supplies, including stationery and business cards.
- Track and report expenses, including reimbursements and credit card expenditures.
- Update and maintain contacts in Outlook/Backstop.
- Assist in maintaining office filing systems.
- Ensure compliance with Institute procedures and policies.
- Help in production of quarterly Investment Committee reports, and semi-annual Trustee meeting reports, including proofreading and fact checking.
- Correspond with Investment Managers on operational issues, on an as-needed basis.
- Transcribe notes from ongoing manager meetings, tracking and managing flow of reports and other materials from managers.
- Assist in creation and editing of Investment Committee memos, presentations, and flash reports.
- Assist in ad-hoc special projects as needed.
Skills and Abilities
- Ability to manage multiple tasks and projects with flexibility and detail orientation. Able to prioritize, work under pressure, and meet short deadlines.
- Excellent organizational, written, and interpersonal skills, and the ability to manage deadlines and multiple projects simultaneously required.
- Strong knowledge of and ability to use computer technology to efficiently accomplish work, using e-mail, the Internet, database software, and Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook.
- Maintain a high degree of confidentiality in all matters related to the Investment Office, and all matters requiring sensitivity and discretion.
- Licensed New Jersey Notary Public (preferred)
- Manage duties and output from part-time investment office consultant.
Education, Experience and Knowledge
- Bachelor’s Degree or equivalent required
- Minimum of five years related experience required.
- Strong interpersonal skills and ability to work productively as a team member required.
- Strong attention to detail, as well as excellent written and verbal skills.
- Experience with document management systems preferred.
- Prior work experience in the finance industry and/or an investment office a plus.
- Proficiency with Microsoft Office required.
The Institute for Advanced Study is an equal opportunity institution encouraging a diverse pool of applicants. We believe in the inherent value of diversity and equal opportunity, recognizing that a truly diverse workforce will bring a wider array of perspectives, as well as more innovative and effective solutions, to the organization. As a community dedicated to intellectual inquiry, we are resolutely committed to the values of diversity, equity, and inclusion.
We offer a competitive salary and benefits package which includes subsidized health and dental insurance, an excellent retirement plan, and a generous paid time off program.