Executive Assistant to the Chief Investment Officer and Real Estate Operations Manager

Job Posting Location:

Claremont, CA

Job Posting Title:

Executive Assistant to the Chief Investment Officer and Real Estate Operations Manager

Job Description:

JOB PURPOSE:  The Executive Assistant to the Chief Investment Officer (CIO) and Real Estate Operations Manager provides executive level programmatic and administrative support on a wide range of issues, projects, programs, events and other matters of importance.  This position represents the CIO and Real Estate Operations Manager in communications and interaction with senior staff, trustees, faculty, students, and external constituencies and must have exceptional verbal and written communication skills. The ability to work with financial information and to perform basic spreadsheet analysis is also required. 

This position supervises and coordinates the administrative activities of the Investments Office and Real Estate Office ("the Offices”).  The position works independently and handles highly confidential information.  The Executive Assistant performs a wide variety of executive administrative tasks and support to relieve the CIO and Real Estate Operations Manager of detail and routine matters.  The incumbent is expected to use sound judgment, informed decision-making and must have a concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential and sensitive issues.  This position also works cooperatively with other staff members in the Treasurer’s Division.

The Offices rely on the Executive Assistant for scheduling, phone coverage, adherence to deadlines, analysis of specific financial data, including vendor billings, budget oversight, and review of internal data.  This role also provides support to Board of Trustees committees staffed by the Chief Investment Officer (taking minutes, arranging conference calls, overseeing preparation of materials, etc.).  Organization of the volume of data, policy materials, and official communications that go through the office is also an important task. 

This position is expected to work in the office five days a week.

ESSENTIAL FUNCTIONS: In support of the Investments Office, the Executive Assistant to the CIO performs the following essential duties and responsibilities:

• Provide a broad range of administrative, analytical and executive support to the CIO.
• Write proposals, reports, meeting minutes, correspondence and other documents for the CIO’s signature.
• Aid in the preparation of the Investment Office budget.
• Maintain the calendar of activities for the CIO, Managing Director, Director, and other staff as required.
• Organize meetings, conferences and make travel arrangements as needed for the CIO, Managing Director, Director, and other staff as required.
• Serve as a liaison with appropriate faculty and/or administrators of one or more colleges while the Chief Investment Officer serves on various committees or acts as chair.

In support of the Real Estate Office, the Executive Assistant to the Real Estate Operations Manager performs the following essential duties and responsibilities:

• Provide a broad range of administrative, analytical and executive support to the Real Estate Operations Manager.
• Faculty Rentals - Collect and respond to maintenance and general information emails and calls from tenants.
• Prioritize tenant requests and determines urgency and plan for resolution. Determines whether work is assigned inside the organization or contracted with outside service provider.
• Take urgent and emergency calls and emails from tenants and Campus Safety after work hours. Respond accordingly after deciding whether returning to campus is necessary to mitigate the situation or deferral to the following workday is sufficient.   Responsible for returning to campus or taking other action as necessary to resolve after-hours situations.
• Create new tenant files and process security deposits and first month’s rent and set up payroll deductions for future rents.
• Review and follow through to ensure timely information is provided to tenants.
• Faculty Loans - Sets up new loans in Mortcare system including processing monthly payments, printing and mailing monthly mortgage statements. Scanning, saving and emailing monthly statements as requested.
• Monitors insurance coverage for each loan semi-annually
• Sumner Guest House - Obtain and calendar reservations from departments and programs for Sumner Guest House.
• Deliver instructions and keys to department host for guest stays.
• Monitor food supplies for “no-host” breakfast, snacks, coffee, tea and juice bar.
• Works closely with Housekeeping Staff at Sumner House to ensure guest rooms are prepared on time, communicates guest calendar changes, supplies ne