Executive Assistant to the CIO

$85,000 - $90,000/Yr

Unclassified - Los Angeles, CA

Full-time - Mid Level

Los Angeles, CA

About the position

The Executive Assistant to the Chief Investment Officer (CIO) plays a crucial role in managing the administrative functions of the Investment Office. This position requires a high level of integrity, professionalism, and reliability, as the assistant will work closely with the CIO, Investment Associate, and various stakeholders including Trustees, the Plans' CEO, COO, investment consultants, and legal counsel. The Executive Assistant will be responsible for coordinating meetings, managing travel schedules, and ensuring the timely submission of reports and documents related to investment activities. In this role, the Executive Assistant will utilize independent discretion and judgment to handle a variety of tasks, including organizing the annual offsite Investment Retreat and the Finance Committee trip to New York City. This involves preparing materials, negotiating with hotels, arranging transportation, and ensuring that all events are seamless and well-organized. The assistant will also manage the CIO's calendar, action item list, and email distribution lists, while following up with team members and external partners to ensure deadlines are met. Additionally, the Executive Assistant will attend weekly investment team meetings, take notes, and assist in preparing Finance Committee meeting minutes. The role requires a proactive and self-motivated individual who can handle confidential information and work effectively in a fast-paced environment. The position demands strong organizational skills, attention to detail, and the ability to manage multiple priorities efficiently.

Responsibilities

• Manage all aspects of the administrative function for the Investment Office.
• Coordinate monthly meetings with the Finance Committee Co-Chairs and Trustees, including RSVPs and quorums.
• Ensure timely submission of reports by the CIO and investment consultants to Finance Committee Co-chairs and/or Committee.
• Complete new investment manager subscription agreements and other required documents in a timely manner.
• Organize the annual offsite Investment Retreat, including preparation of materials and managing negotiations with hotels.
• Organize the annual Finance Committee trip to New York City, including travel schedules and accommodations.
• Manage special projects delegated by the CIO, including finalizing Finance Committee investment presentations.
• Attend weekly investment team meetings, taking notes and updating reports.
• Assist the CIO with meeting preparation and information gathering.
• Manage the CIO's calendar and action item list, ensuring follow-up on deadlines.
• Field incoming telephone calls for the CIO, CEO, and COO, using discretion in handling inquiries.
• Anticipate staffing shortages and arrange for coverage during absences.

Requirements

• High school diploma or GED; Bachelor's degree preferred.
• Minimum of 5 years of experience as an executive administrative assistant supporting a C-Level executive.
• Senior level Paralegal experience preferred.
• Expertise with Microsoft Office tools (Outlook, Word, Excel, PowerPoint).
• Demonstrated ability to handle confidential and sensitive information.
• Strong organizational skills and attention to detail.
• Ability to function well in a fast-paced environment with executives and investment professionals.

Nice-to-haves

• Experience setting up Zoom and Teams video conference calls.
• Ability to work effectively with individuals at all levels.

Benefits

• Salary range of $85,000 - $90,000 per year.
• Onsite work environment.