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The University of Washington Investment Management Company (UWINCO) manages over $5 billion of endowment, operating, and life income funds for the University. The funds are invested in a diversified mix of traditional and alternative investments with a significant allocation outside of the United States.
We have an outstanding opportunity for an Assistant to the CIO.
Reporting directly to the Chief Investment Officer, the Assistant position provides high-level, direct, and confidential support to the Chief Investment Officer ("CIO"), Deputy CIO and other team members in the areas of executive administration support, travel management, and business operations.
This position will help manage the daily operations of the CIO and Deputy CIO, performing and/or following through on all administrative functions. With delegated authority, this position has primary management of the CIO’s schedule, demonstrating strong working knowledge of his operational areas of responsibility, strategic priorities and constituencies’ relations.
A high level of professional discretion is crucial to this position and its interactions with senior UW leadership, UWINCO Board members, members of the investment community and the general public. Providing direct support to the CIO requires a high-level of independent judgement in planning and decision-making with regard to all aspects of administrative and business operations within the UWINCO office. Must be capable of managing multiple and competing priorities with frequent tight deadlines skillfully, accurately and confidentially while demonstrating discretion and independent judgement in all areas of operation. Flexibility to work long hours if needed. Ability to process large volume of emails daily for team members.
Duties & Responsibilities
Executive Administrative Support (65%)
- Provide direct, confidential, executive administrative support, project management and analysis to CIO, Deputy CIO and other team members as assigned, which includes handling of confidential and sensitive information. Acting on the Officer's behalf, independently responding to requests regarding meetings and investment proposals and utilize professional discretion in providing information.
- Proactively manage complex schedules, exercising independent judgement in prioritizing needs and events including evaluating the need to reschedule, postpone or relocate meetings based on changing priorities and emerging issues. Coordinate large volume of meetings, including management of all logistics and planning. Ensure all scheduling requirements are handled in a responsive, timely and accurate manner.
- Manage day-to-day operations for the office of the CIO.
- Analyze and prioritize activities, projects, and functions of CIO and ensure that all obligations are met in a timely manner, exercising sound judgement and discretion as needed.
- Plan and attend team meetings; initiate preparation of meeting materials including agenda, materials, presentations, and research. Maintain meeting records and gather background information in a timely manner. Bring outstanding issues to the CIO's attention.
- Manage mail and correspondence, including very heavy volume of electronic mail, reviewing and routing as appropriate, ensuring CIO and others are aware of matters requiring their attention. Independently follow up, respond and action as warranted and establish priorities. Exercise discretion and independent judgment in dealing with sensitive issues involving the general public, investment managers and consultants. Analyze to determine if new investment opportunities should be reviewed further and escalate or respond directly as appropriate.
- Draft correspondence and prepare communication materials for internal and external distribution.
- Liaise with Board of Regents office in coordinating meetings between Regents and CIO.
- Keep current with investment news, including reviewing Bloomberg news, company websites and other sources to compile information. Manage research projects as assigned.
- Exercise independent judgement in responding to a wide variety of non-routine matters.
Travel Planning and Management (20%)
- Manage coordination and travel planning, both domestic and international, for CIO and other team members.
- Independently organize and develop travel itineraries in accordance with University policies and procedures and analyze for low cost options. Ensure all details of travel itinerary are complete and accurate.
- Process and track complex travel expense reimbursements, in accordance with university and state policies.
- Stay current with University and state policies with regard to university-sponsored travel. Responsible for creating, communicating and implementing new internal team travel policies as needed.
Business Operations (15%)
- Maintain a high level of professionalism and customer service in managing inquiries and coordinating responses. Manage multi-line phone system; exercise independent judgement in screening, triaging and escalating calls as appropriate, responding to calls from individuals at all organization levels, both internal and external.
- Provide direct or back up activities of staff as needed and coordinate with team to accomplish the overall mission of the unit. Proactively coordinate workload within the office to ensure adequate team coverage and cross training is available at all times.
- Independently manage and execute special projects as requested by the CIO. Many projects delegated to this position are unique and may require the exercise of independent research and decision-making.
- Complete complex tasks and projects quickly utilizing the right mix of independent judgement and consultation with leadership, react with appropriate urgency and an unyielding sense of calm to situations that require a quick turnaround.
- Other duties as assigned.
Three years' professional experience to include:
- Experience planning complex trips and meetings (domestic and international) for multiple individuals simultaneously.
- Self-directed individual with a strong work ethic and service orientation. Ability to anticipate the needs of the unit and respond proactively.
- Excellent oral and written communication skills in an environment requiring diplomacy and judgment in managing interactions with individuals at all levels inside and outside the organization.
- Ability to adjust to rapid changes and execute fluid management of multiple priorities in a dynamic environment.
- Demonstrated success in roles requiring strategic, creative thinking and problem solving, as well as attention to detail and the ability to manage multiple priorities in a highly dynamic environment.
- Demonstrated proficiency in Microsoft Word, Excel, and PowerPoint, Outlook, electronic mail, web searches and electronic calendar programs.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
- C-suite experience highly desired.
- Familiarity with investment management concepts and terminology.
- Familiarity with University systems and procedures, particularly travel.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
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