Portfolio Manager Specialist - Executive Assistant

Robert W Baird & Company - Milwaukee, WI

Full-time

Milwaukee, WI

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

Baird Advisors, part of Baird's institutional fixed income management business, is seeking a Portfolio Manager Specialist to join our team in Milwaukee. This role is pivotal in providing advanced administrative support and key office assistance, particularly to our Senior Leadership Team. The successful candidate will be involved in a variety of tasks that contribute to the overall efficiency and effectiveness of our operations, allowing for valuable experience and growth within the team. In this position, you will collaborate with various team members and partner with different departments within Baird, supporting both clients and community partners. We are looking for a highly professional, well-organized, and motivated individual who can anticipate needs and demonstrate strong judgment and problem-solving skills in real time. Attention to detail and the ability to independently plan and prioritize tasks in a fast-paced environment are essential. Fostering a positive and welcoming team atmosphere is also a key aspect of this role. As a Portfolio Manager Specialist, you will perform advanced and proactive administrative duties, fully leverage technology to find the most efficient ways to complete work, assist with scheduling and preparation of client meetings, monitor team emails, manage complex travel arrangements, prepare expense reports, provide phone coverage, act as a liaison with external community partners, plan internal team-building events, and deliver exceptional client service while maintaining confidentiality.

Responsibilities

• Perform advanced and proactive administrative duties in support of the Baird Advisors team and specifically the Senior Leadership Team.
• Fully leverage technology to find the most efficient and effective way to complete work.
• Assist with scheduling and preparation of client meetings, including coordinating schedules, securing meeting rooms, and making all other necessary arrangements.
• Monitor team emails throughout the day, flagging urgent items that require immediate attention.
• Manage complex travel arrangements and accommodations including preparing and reviewing itineraries and handling changes without advanced notice.
• Prepare and submit expense reports.
• Provide phone coverage across the team as needed.
• Act as main liaison with external community partners to coordinate schedules, arrange meetings, and potentially organize events in the Baird Conference Center or at off-site locations.
• Plan and execute internal team building events.
• Deliver exceptional client service and build strong client relationships.
• Maintain the utmost confidentiality of all matters of the department and Baird.
• Perform various other duties as assigned.

Requirements

• Bachelor's degree preferred.
• 5+ years of administrative experience preferably with executive level.
• Experience working at a professional services and/or investments-related firm preferred.
• Ability to handle highly confidential information is essential.
• Advanced level proficiency and comfort with Microsoft Outlook, Word, Excel, PowerPoint.
• Comfort with and practice using virtual technology of all kinds including Zoom, MS Teams, WebEx, etc. with ability to triage simple technical issues as needed.
• Superior verbal and written communication skills, with a professional, courteous, and positive attitude.
• Exceptional organizational skills and attention to detail.
• Problem solving and analytical skills with a desire for continual learning and process improvement.
• Proactive approach and strong follow-up are very important.
• Ability to work independently in a rapid paced environment with minimal supervision.
• Ability to tolerate peak workloads and multiple assignments, while producing results with accuracy and reliability.
• Ability to demonstrate a calm demeanor and retain composure in stressful situations.
• Strong commitment to providing exceptional customer service.
• Willingness to work extended hours and attend corporate sponsored functions as required.
• Series 7 licensed or willingness to complete required licensing within the first year after hire.