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Executive Assistant to the CIO and Investment Office Manager

2 months ago

Fishers, United States Purdue Research Foundation Full time
Job DescriptionJob DescriptionDescriptionWorking for the Purdue Research Foundation offers a dynamic and innovative environment where you can be at the forefront of groundbreaking research and technological advancements. As a member of this organization, you'll have the opportunity to collaborate with brilliant minds and contribute to cutting-edge projects that have the potential to shape the future in various fields. The Foundation's commitment to driving innovation and entrepreneurship provides a stimulating and supportive workplace culture. Additionally, you'll have access to state-of-the-art resources and a network of professionals dedicated to advancing knowledge and technology. Working for the Purdue Research Foundation means being part of a team that's actively driving progress and making a lasting impact on the world. Are you ready to change with world with us? Apply today

This position is located in Fishers, Indiana.
In-office expectations are Tuesday/Thursday and every other Wednesday.

Essential Functions
  • Serve as Executive Assistant to the Chief Investment Officer and provide high-level administrative support to the Office of Investments (OOI) Directors. Manage and coordinate appointment calendars for the OOI Team. Coordinate the CIO’s daily schedule, keeping appointments and meetings on time or changing schedules as necessary.
  • Serve as the office manager (e.g. coordinate office technology, physical space, lease, act as liaison with property management, etc.). 
  • Compose and manage the accurate completion and flow of legal documents/contracts and OOI Information in and out of the OOI for approved investments.  Set priorities and independently ensure strict deadlines are met.  Coordinate execution and delivery of signature documents.  
  • Develop and coordinate the annual operating budget process.  Monitor and analyze the budget versus actual variance monthly.  Approve invoices for payment in OneSolution.  Reconcile monthly OOI credit card statements and employee reimbursement for expenses.  
  • Coordinate stakeholder meetings including scheduling, distributing meeting materials, and recording meeting minutes as requested. 
  • Monitor existing investments for administrative requests, track due dates, and complete requests as appropriate. 
  • Oversee Investment Policy Statement (IPS) Compliance ensuring guidelines set forth are maintained.

Additional Responsibilities
  • Provide organization to the OOI by maintaining working and permanent files with high-level documents, proposals, and legal contracts.
  • Compose and edit reports, correspondence, budgetary information, and legal documents involving subject matter that may be of a highly confidential or sensitive nature. 
  • Manage OOI travel.  Proactively coordinate the pre-planning of trips including, obtaining flights, hotels, cars, meeting arrangements, compilation of materials, and creation of agenda/itinerary. 
  • Understand organizational policies and procedures necessary to ensure that appropriate decision-making protocols are followed.
  • Manage external/priority contacts, proactively understanding who they are and keeping track of periodic communication needed for priority contacts.
  • Anticipate the CIO’s needs and proactively bring together appropriate people and resources to support those needs. 
  • Receive, sort, and screen incoming mail and route accordingly.
  • Screen calls, take messages, determine the nature of the call, and handle on own initiative or refer appropriately.
  • Procure office supplies and equipment.
  • Other duties as assigned.

Skills, Knowledge and Expertise
  • Knowledge of Microsoft Office Suite required, including proficiency in Outlook, Word, Excel, PowerPoint, Planner, OneDrive, OneNote, SharePoint, and Teams is required.  
  • Excellent written and verbal communications skills. High level of skill in composition, grammatical editing, proofreading and attention to detail are required.
  • Ability to use good judgment, diplomacy, maintain confidentiality and to exercise discretion on various operational matters.
  • Ability to analyze, interpret and implement policies and procedures.
  • Excellent planning, problem solving, analytical, decision making, organizational, project management and customer service skills.  Must be a motivated, adaptable team player with the ability to exercise initiative and to work well with others.
  • Strong organizational and time management skills and ability to handle multiple projects.  
  • Must be highly proactive with the ability to work independently, requiring minimal supervision.

Education/Experience
  • HS Diploma/GED equivalent required.
  •  Four years’ experience providing high level clerical or office management required.