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 needed and general administration of the house. In support of both the Investments Office and Real Estate Office, the Executive Assistant to the CIO and Real Estate Operations Manager performs the following essential duties and responsibilities: Coordinate the Investments Office and Real Estate Office administrative workflow. Research and prepare reports and documents involving confidential and/or technical information. Control expenditures within established budget guidelines for the offices. Prepare analyses using Excel spreadsheets and Workday system data. Conduct research on billing questions, position, and financial approval history, and Board approvals. Prepare, assemble, and distribute materials to members of the Investments Committee. Compose both written and email correspondence for the CIO’s signature. Maintain good communication with faculty, staff, executive staff, trustees, investment managers, and other individuals on behalf of the Chief Investment Officer and Real Estate Operations Manager as required by the position. Coordinate clerical tasks. Answer telephones calls, responding to inquiries and/or routing callers to the appropriate staff member. Process and distribute incoming mail to the appropriate division staff member. Process payments, invoices, record payments, and travel expenditures in Workday. Monitor office supplies budgets and order supplies as needed. Monitor office equipment and request repair service as needed. Coordinate special projects/tasks and provide assistance as assigned. QUALIFICATIONS: Education: Bachelor’s degree in any field is required. Skills: Must be able to write well and author documents (memos, emails, job aids) on behalf of the offices. Good knowledge of basic math formulas and formatting functions in Excel and an understanding of management systems (Workday, Ellucian, PeopleSoft, etc.) Good problem-solver and researcher. Experience: A minimum of 5 years of office and administrative experience with increasing responsibility as an executive assistant in a complex and multidisciplinary office. Experience at an academic institution or financial office with service to a senior management executive handling highly confidential information is preferred. REQUIRED KNOWLEDGE AND CRITICAL SKILLS: This position must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the position or be able to demonstrate how the essential functions will be performed, with or without reasonable accommodation, using other skills and abilities not listed below. Deploy professional skills in organization, process improvement, administrative management, business writing, editorial, and basic accounting, in collaboration with colleagues to best promote the College’s strategic interests. Is a clear, concise and compelling communicator able to tailor messages to a wide variety of audiences. Familiarity with basic accounting (invoice processing, etc.) and budgetary procedures and practices. Ability to exercise a very high degree of independent judgment, tact and discretion in the execution of assigned responsibilities in a position that handles highly confidential material. Is knowledgeable of organization, policies and procedures. Able to work independently and take initiative with increasing levels of responsibility. Proficient in analytical, organizational and time management skills to complete work with accuracy and attention to detail. Builds strong, trusting relationships across multiple constituents quickly. Understands the role that support work contributes to the broader team’s effectiveness and the role that one must play across teams to be effective. Is flexible when priorities and workload shifts dramatically and quickly. Must have a strong customer service orientation and be eager to seek out answers to challenges and to set up others for success. Must understand and communicate the mission and history of the College’s liberal arts environment. Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, phone, and customer service skills. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments. Operate computers proficiently with basic Microsoft Office software (such as Outlook, Word, Excel, and PowerPoint) and associated professional software (such as Workday). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality. Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds. Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s annual goals. Use exceptional organizational and time management skills to complete work with accuracy and attention to detail. REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Holiday, weekend and evening work hours may be required. This position is expected to work from the office five days a week. Regular hours may vary due to needs of the College or division. ADDITIONAL POSITION DETAILS:  This is a regular, full-time, non-exempt position with an hourly rate ranging from $30.64 to $40.87. The role is benefits eligible. The specific factors that the organization will consider when offering a salary to an individual will include education, training, prior experience, and performance in prior role.