Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Washington University Investment Management Company located at 101 South Hanley.
Performs administrative duties for Managing Directors who lead professional investment teams which include senior investors and analysts. Responsibilities include screening calls/E-mails; managing calendars; making travel, meeting and event arrangements; preparing expense reports; providing back-up for other support staff; and other general administrative duties. Requires strong computer skills, attention to detail, excellent interpersonal skills, effective management of time, and the ability to work well with various levels of internal management/staff and outside investment managers. Sensitivity to confidential information is required.
PRIMARY DUTIES AND RESPONSIBILITIES:
Administrative support for investment staff included but not limited to:
Liaison for communications between staff and investment partners often handling confidential information.
Establish relationships with counterparties at investment partner companies and relevant constituencies.
Managing calendar activity and coordinating meeting schedules, including agendas.
Manage complex domestic and international travel schedules, including completion and review of expense reports.
Assisting with legal and compliance closing procedures for all new investments and other ongoing compliance functions.
Compose and distribute a variety of materials including board materials, letters, memos and confidential reports to external contacts.
Notes commitments made by senior staff during meetings and arrange for implementation or follow-up.
Financial Compliance and Reporting:
Manage established departmental policies, procedures and objectives.
Manages expenditures in FIS, such as purchase orders, check requests, travel advances/reports and various orders, bills and invoices.
Selects vendors and acts as liaison between office and accounts payable.
Manages payment and determines renewal of subscriptions and other recurring costs.
Information management and processing:
Managing contact information E-mails, meeting notes, and documents in a research and document management system.
Maintain data from due diligence materials, private placement memorandums, subscription documents, and capital statements.
Interprets and adapts guidelines, understands policies, precedents, and practices to assist team.
Contacting investment managers and administrators for missing information/reports.
General office administrative duties:
Providing back-up/coverage for other administrative staff, including Office Manager, travel and front-desk/reception, as needed.
Ordering of office supplies and equipment.
Interfacing with building management, maintenance, and janitorial staff.
Coordinating logistics of large meetings.
Greets guests, ascertains nature of business and handles situations as appropriate.
Perform other duties as assigned.
This position periodically requires availability outside of normal working hours and the ability to work remotely.
High School diploma, 3 years of either professional administrative assistant experience supporting senior management or other relevant experience.
Ability to periodically be available outside of normal working hours and the ability to work remotely.
Bachelor’s degree, financial services, legal, consulting or other relevant sector experience.
Proven ability to perform administrative or executive assistant tasks.
Excellent computer skills with high proficiency in Microsoft Office --- Outlook, PowerPoint, Excel and Word.
Strong communication skills.
Ability to work well under pressure and time constraints.
Sense of urgency and the ability to prioritize tasks and projects.
Proactive mindset, resourceful, anticipatory in potential needs and adaptive to changes.
The hiring range for this position is $19.18 - $24.47 per hour.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Applicant Special Instructions:
A cover letter is required with your application materials to give us better understanding of your background and interest related to this position.
You may upload your cover letter and other documents after submitting the application by selecting "add attachment" on the My Activities page, accessible by clicking in the My Activities box on the upper right hand side of your home page at https://jobs.wustl.edu/.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.