The Department Administrator provides day-to-day administrative support for assigned asset classes. Responsibilities include scheduling internal and external meetings and travel; drafting, typing and mailing correspondence; opening, sorting and distributing incoming mail. He/She will assist in preparing the Investment Committee books, maintaining electronic databases for the department, and assisting in the tracking and monitoring of assigned asset classes. The Department Administrator responds to requests for information and correspondence and may provide vacation coverage for the other department administrator.

Job Description

Responsibilites

• Schedule internal and external meetings, including the coordination of domestic and international travel arrangements and preparation of expense reports
• Receive and track incoming mail; download documents from datarooms
• Maintain electronic database, including the download of quarterly reports from managers’ websites and datarooms
• Maintain investment research and investment files for assigned asset classes, including the use of Advent Tamale
• Assist with tracking of investment process including coordination with Legal, Finance, the Northern Trust and outside managers
• Track investment cash flows, and enter them into Northern Trust Passport and Private I systems
• Maintain department calendar
• Prepare Investment Committee books
• Manage department invoicing process and coordination with Finance
• Work as a team of two department administrators to provide administrative support for thirteen investment professionals
• Primary responsibility for supporting seven professionals
• Draft and type correspondence generated by investment staff
• May occasionally supervise temporary staff
• May perform other duties as assigned by investment professionals

Qualifications

• A bachelor’s degree with an emphasis in accounting, economics, or business administration or equivalent experience of at least three years in financial services 
• Familiarity with Private I, Tamale and Passport preferred
• Advanced skill in Microsoft Office Suite (i.e. Word, Excel, PowerPoint and Outlook) as well as website navigation
• Good quantitative and analytic skills, and good written and verbal communication skills
• Organized, able to work in a team environment and prioritize tasks, and comfortable dealing with various staff levels

To Apply

To apply, please follow instructions online: https://macfound.wd1.myworkdayjobs.com/en-US/MAC_FOUND_EXT_CAREERS/job/Chicago-Office/Department-Administrator--Investments_REQ-000049-1