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Staff Assistant, Office of Investments

Employer
University of Pennsylvania
Location
FMC Tower

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Job Details

Job location: FMC Tower


Employment Type: Full-time
Posted data: 2019-11-13
Req: JR00012240
University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Staff Assistant, Office of Investments

Job Profile Title

Staff Assistant B

Job Description Summary

The Staff Assistant position is a high-level support position. The Staff Assistant will support a team consisting of a Managing Director and four investment professionals within the Office of Investments. Responsibilities include coordinating the Managing Director’s and investment professionals’ calendars and travel; arranging meetings involving the entire team with internal and external contacts; corresponding with external investment managers via email on a regular basis; maintaining an internal CRM database, Dynamo, utilized for tracking contacts and meeting notes; and coordinating documentation for all team members for reimbursement via Concur. The Staff Assistant will report to the Managing Director/Chief Operating Officer.

Job Description

Responsibilities

  • Coordinate and manage the Managing Director’s and other investment professionals’ calendars, including scheduling and rescheduling meetings/appointments and travel. Arrange for rooms, conference lines, catering, and reception as needed. Assure team is prepared in advance for any meetings, events and/or travel by coordinating required information.
  • Exercise professional judgment to coordinate and arrange important meetings involving the Managing Director and other investment professionals. These meetings typically involve executive-level employees from external investment managers. The Staff Assistant will need to be able to prioritize these meetings, which are also typically urgent in nature. The Staff Assistant also needs a high-level of professional judgement when dealing with external investment managers since his/her interaction could impact the overall relationship.
  • Make travel arrangements, including registration for annual meetings and conferences, hotel/restaurant reservations, and the submission of receipts for reimbursement via Concur for the entire team.
  • Coordinate and manage all team members’ correspondence, including phone, email and mail for the team; answer routine messages on behalf of team if needed and use judgment to identify and elevate issues as needed. A high degree of professionalism is required for all communications with internal and external constituents to support investment relationships that are a key part of achieving the department’s goals.
  • Maintain electronic files including documents from external investment managers and meeting notes for the team in Dynamo.
  • The Staff Assistant should also be able to interpret documents and escalate items to senior members of team and others within the Office of Investments to support the department’s goals.
  • Assist team with compiling data from various databases and assist in research for inclusion into presentations. Work independently to develop work product for team in MS PowerPoint and/or Word. Edit and review data and information to assure accuracy which is critical.
  • Actively participate in team meetings to gain knowledge of team’s functions and responsibilities.
  • Provide general office management services, including scheduling front desk coverage, payment of vendor invoices, dealing with onsite property manager, etc.
  • Support appointments and meetings for the entire team and provide back up support to other assistants as needed. Coordinate confirmations and catering needs for meetings.
  • Perform additional duties as assigned.

Qualifications

  • 3+ years of strong experience supporting a large and highly professional team.
  • BA/BS preferred, but will consider equivalent experience and training.
  • Excellent computer skills with direct experience using entire MS Office suite of products. Knowledge of Concur a plus.
  • Strong organizational, verbal and written communication skills with an attention to deal.
  • Ability to think independently, exercise judgment, and work in a fast-paced environment.

The Office of Investments at the University of Pennsylvania is responsible for investing the University’s endowment and pension assets, which collectively total over $15 billion. The Office’s staff currently consists of 26 investment, operations, and administrative professionals. A distinguished Investment Board, made up of Penn alumni and members of the University’s leadership team, provides oversight to the Office. For more information on the Office, please visit our website - http://www.investments.upenn.edu/.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Executive Vice President

Pay Range

$36,401.00 - $65,521.00

Affirmative Action Statement 
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements 
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Organization

Welcome to the University of Pennsylvania! Penn is the largest private employer in Philadelphia and is a world-renowned leader in education, research, and innovation.  

Across our 12 highly-regarded schools, more than 25,000 students, and more than 4,000 faculty members, we become one university: a wide-ranging, ever-changing community that draws its strength from a multitude of races, ethnicities, genders, sexual orientations, historical traditions, ages, religions, disabilities, veteran status, interests, perspectives, and socioeconomic backgrounds. 

Penn carries on the principles and spirit of its founder, Benjamin Franklin: entrepreneurship, innovation, invention, outreach, and a pragmatic love of knowledge. Franklin's practical outlook has remained a driving force in the university's development. To learn more, visit About Penn

Vision

 

As engines of knowledge and new ideas, universities have the unique potential to define the future rather than be defined by it; to pioneer change rather than merely manage it. To do so requires a plan both visionary and pragmatic. The Penn Compact 2022 motivates community members to innovate, be radically inclusive, and positively impact their local, national, and global communities. 

 

Penn’s fundamental priorities — increasing access, integrating knowledge and engaging locally, nationally and globally — are supported by the three core values that make us uniquely Penn: inclusion, innovation, and impact. 

 

Learn about the signature initiatives of the Penn Compact 2022:  

 

Diversity 

 

Understanding and appreciating diversity is one of Penn's most important priorities and is fundamental to success in today's world. 

 

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class. 

 

To learn more about Diversity and Inclusion at Penn visit: 

 

Benefits 

 

Penn offers a wide range of benefits and perks - from Penn's retirement Matching Plan to bike repair stations to access to the full LinkedIn Learning library to adoption assistance to workshops at the letterpress and book arts studio and much more! 

 

Campus and Beyond

 

We invite you to explore our campus and its stately buildings and state-of-the-art facilities. 

 

Try our self-guided tour! Come and visit

 

Learn about sustainability at Penn

 

News 

 

Stay up-to-date with Penn's response to COVID-19: Coronavirus Information & Resources

 

Penn supports news publications that tell the ongoing story of the University community, communications services for external media, telephone and video services, and other media resources: Campus Media 

 

Connect with us!  

 

Instagram: @uofpenn 

Twitter: @Penn 

 

 

Company info
Telephone
(215) 898-7372
Location
3451 Walnut Street
Philadelphia
PA
19104
US

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