Administrative Coordinator, Investment Office

3 days ago

Chicago, Illinois, United States University of Illinois Foundation Full time
Job Summary

The University of Illinois Foundation is seeking an experienced Administrative Assistant to provide high-level administrative support to the Chief Investment Officer and Investment Office. The successful candidate will be responsible for coordinating staff schedules, calendars, and travel arrangements, as well as supporting office operations and ensuring compliance with office policies and procedures.

Key Responsibilities
  • Coordinate Investment Office staff schedules, calendars, and travel for ongoing and as-needed meetings, engagements, and projects, ensuring that Foundation protocols and policies are considered and followed.
  • Exercise independent judgment and decision-making for arrangements made for all travel accommodations for the Investment Office.
  • Process authorized financial transactions and monitor budgetary expenditures on an ongoing basis on behalf of the department. Report reimbursements and prepare complex travel vouchers on behalf of the Investment Office.
  • Assist the CIO and Investment Staff with the design and production of all board-related materials, as well as any publication or communications to all constituencies both within and outside of the Foundation.
  • Manage and control confidential and secured documents and materials, adhering to all data standards for storage and maintenance, including the appropriate and timely filing and routing of items.
  • Administer operational activities of the investment office, including landlord, security, supply, and systems issues.
  • Facilitate the day-to-day responsibilities and operations of the front desk by handling incoming and outgoing correspondence, including emails, phone calls, and mail of the investment office. Act as a point of contact between staff, clients, and stakeholders.
Requirements
  • Bachelor's degree or equivalent work experience required.
  • Demonstrated ability to work in a fast-paced office environment.
  • Strong organizational and time management skills and proven ability to excel in a fast-paced objective-focused, professional environment with the capacity to routinely manage shifting deadlines and priorities.
  • Proven ability to be resourceful, handle unexpected situations or challenges, and manage multiple tasks simultaneously while adjusting to changing priorities. Must possess critical thinking skills and be capable of making independent decisions.
  • Excellent verbal and written communication skills are necessary to interact effectively with colleagues, clients, and other stakeholders. Attention to detail and the ability to maintain confidentiality. Strong interpersonal skills, including professionalism, friendliness, and the ability to work well in a team.
  • High level of proficiency in computer applications, including Microsoft Outlook, Word, Excel, PowerPoint. Willingness to learn additional applications that are routinely used in the Investment Office. Knowledge of office equipment, such as printers, scanners, and fax machines.

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