Executive Assistant, Investments

Description

Department: Investments

Reports To

Senior Vice President, Chief Investment Officer & Treasurer

Vice President, Investments & Assistant Treasurer

FLSA Status: Non-Exempt

The anticipated salary for this position starts at $68,200+. The final pay will be determined based on several factors, including qualifications, experience, education, and years within the job or industry, with a strong emphasis on maintaining internal equity.

Who We Are And What We’re About

KU Endowment is an independent, nonprofit organization and the official fundraising foundation for the University of Kansas. We partner with donors in providing philanthropic support to build a greater KU.

As an employee of KU Endowment, you’ll witness firsthand the power of our donors’ generosity. You will join a talented and fun group of people who are inspired to help KU through the support of loyal alumni and friends. This support fuels excellence, enabling students and faculty to develop innovative programs and research that distinguish the university. We connect the philanthropic passions of donors with the needs of students, faculty and programs – and everyone benefits.

People are engaged. Purpose is ignited. Lives are changed.

What We Are Looking For

Provides considerable high-level administrative assistance and secretarial support for the Investment Department. Assumes administrative responsibility as directed. Maintains records and prepares reports of a complex nature. Performs research, collects materials, and may prepare draft correspondence in response to daily incoming inquiries and requests. Uses discretion in handling information and records of a confidential and sensitive nature. Performs related work as directed or required.

The individual in this position is expected to embrace KU Endowment’s stated core values – collaboration, curiosity, empowerment, and excellence – and demonstrate support for them through professional interactions and activities. In addition, all members of the Investment Department are expected to adhere to the CFA Institute’s Code of Ethics and Standards of Professional Conduct.

What’s a typical day look like?

• Prepares, organizes and maintains files and other records of a complex and confidential nature. Works with highly confidential material and information; knows the importance of maintaining confidentiality in all work aspects. Maintains paper and electronic files as part of the document retention process including archiving and imaging. Support the Investment Department pages on the employee intranet.
• Provides administrative and secretarial support, including calendaring, travel, conference details and registrations, and assisting with correspondence.
• Responsible for arrangement of Investment Committee Meetings including the annual on-site retreat. Assists with event planning, room reservations, advance set up, meal planning and after meeting activities. Assists in the preparation of meeting materials.
• Reconciles invoices from external investment managers and vendors and arranges payments. Prepares departmental check requests, tracks expenses, submits expense reports and reconciles credit card statements for the department.
• Maintains KU Endowment’s minute book for the Investment Committee.
• Supports annual audit process by preparing investment manager confirmation letters and other requested documentation.
• Assists and supports the gifts of securities process. Works with donors, brokers, and development staff to facilitate successful, accurate and timely gift delivery. Processes new gifts, updates gifts of securities database, monitors custodian and brokerage accounts and tracks receipt of net sale proceeds.
• Receives incoming calls and responds or redirects, ensuring follow-up, care, and attention is given to the caller and the particular question or concern.
• Regular and reliable attendance is essential for this position.
• Performs other duties as may be assigned.
  
  

What’s Required To Be Considered

• High school diploma or equivalent required
• Bachelor's degree preferred
• Strong work tenure: 5 to 10 years of administrative support experience, with preference for experience supporting C-level or senior leadership
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)
  
  

What separates the best from the rest?

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Superior interpersonal skills and emotional intelligence; possessing the ability to build relationships with stakeholders, including staff, board members, KU personnel, and donors.
• Exemplify the values of the Endowment by greeting and welcoming visitors to KU Endowment with warmth and kindness.
• Extremely competent written and verbal communication skills.
• Demonstrated proactive and creative approaches to problem-solving with strong decision-making capability. Actively seeks opportunities and proposes solutions.
• Committed team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Knowledge of basic math for tracking budget.
• Ability to establish and maintain effective working relationships inside and outside KU Endowment.
• Ability to adapt to new procedures and technology.
  
  

Physical Requirements

• A valid driver’s license.
• Must have access to reliable transportation to travel between multiple locations for training, donor meetings, networking, events and/or work-related activities.
• Must be able to respond quickly and effectively to directions and safety hazards.
• This job operates in a professional office environment. This role routinely uses standard office productivity machinery such as computers, keyboards and a mouse, laptops, phones, photocopiers, filing cabinets and fax machines.
• This is largely a sedentary role; however, some filing is required. This would require the ability to move files, open filing cabinets and bend or stand as necessary.
• The ability to observe details at close range (within a few feet of the observer).
• The person in this position frequently communicates with donors, colleagues, students, and general public. Must be able to communicate with others effectively.
• Physical effort/lifting, such as sedentary- up to 10 pounds;
• Occasional travel requirements can include the following, evenings, weekends, and out of town overnights as a regular part of the job.
  
  

We’ve Got You Covered

• KU Endowment offers a competitive salary with an excellent benefit package including:
• 100% employer-paid pension plan
• Health, dental, and vision insurance
• 401(k) and Roth 401(k) matching program
• Section 125 flexible benefits
• Generous paid leave including holidays, personal and sick leave
• Volunteer and community engagement opportunities
• Paid Parental Leave
• Life, AD&D, short- and long-term disability insurance
• Legal & ID Theft protection
• Critical Illness
• Accident and Hospital Indemnity insurance
• KU education assistance
• Free parking
  
  

Sounds good, right? What’s next?

Please include your resume and cover letter when applying for this position on our website at https://www.kuendowment.org/careers

Questions Regarding This Vacancy May Be Addressed To

Human Resources

KU Endowment

PO Box 928

Lawrence, KS 66044-0928

Email: [email protected]

Review of applications begins immediately and continues until the position is filled. Because of the sensitive nature of KU Endowment business and the importance of our reputation with donors, KU Endowment conducts a comprehensive review of applicants. By submitting your application, you authorize us to conduct reference checks and a review of available public information. Employment is contingent upon background and reference checks that KU Endowment finds acceptable.