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Large Asset Manager (Bay Area (CA) Based role) Temp 20-30 hours a week Department Profile: The role will be supporting the Distribution team which has four main functions: Business development: The business development and sales strategy focuses on building relationships across institutional clients including pension funds, local authorities, in
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Job Source: CIBCSan Francisco, CA, United States
Large Asset Manager (Bay Area (CA) Based role) Temp 20-30 hours a week
Department Profile:
The role will be supporting the Distribution team which has four main functions:
Business development: The business development and sales strategy focuses on building relationships across institutional clients including pension funds, local authorities, insurance and sovereign wealth funds. We have teams focused on the UK, Europe, US, Australia and APAC region, as well as specialists who focus on particular client groups such as insurance and local authorities. The teams make sure our clients are kept abreast of new trends, ideas and our full range of capabilities.
US client services: This area of the business aims to ensure our US-based investors get the service and support they need, adapting our solutions to their changing requirements. The team has specialists in all areas of the client experience including transition and reporting.
Marketing: The Marketing Team focuses on two key areas:
Communication: ensuring we have materials to share new ideas, trends and our range of products and services. This includes producing thought pieces, literature and white papers, events management, advertising and media relations.
Strategic research: helping generate and develop new ideas to meet clients' needs and capitalize on emerging macro trends.
Product development: This team works collaboratively across the business to identify and deliver new products using new product development process, as well as managing our existing product range.
Purpose of role:
Administrative Assistant supporting the Distribution Team
Role accountabilities:
Extensive meeting scheduling for Senior Leaders on the Distribution Team.
Dealing with meeting and call requests across global time zones, prioritizing and resolving conflicting appointments, often last minute and urgent with multiple stakeholders
Scheduling of recurring meetings (1:1s, Monthly and Quarterly Steering Committees, various team meetings)
Coordinating travel arrangements
Expenses and invoicing
Ad hoc administrative support for teams, such as printing, scanning, subscriptions etc
Providing assistance with ad hoc projects
Front desk reception/phone coverage for the office - answering and directing phone calls, rotating with other admins
Working with and providing cover for the Executive Assistant during periods of holiday, sickness and absence as and when required
Knowledge, skills and behaviors required:
Extensive experience of working as an Administrative Assistant, preferably in a similar environment
Strong team player with excellent communication skills
Excellent organizational skills, strategic proactive planner, proven ability to multi-task and prioritize
Ability to work under pressure and with conflicting priorities
Proactive and flexible approach
Operates with professionalism, honesty and integrity at all times
Strong systems skills to include Outlook, Word, Excel and PowerPoint
Dependable, solid, and efficient
Client Service Admin Procedures
Tasks/Time to Complete
Specs - 15-20 hours a quarter. This would include requesting the specs that we don't receive automatically. We would have a dedicated person send all of the specs to wrap providers - the manager is doing about ½ of that right now and the other admin is doing the rest.
Cash flow - 5-7 hours a month. This includes requesting cash flow, entering and sending to wrap providers monthly.
5500 - 8 hours to request and file all 5500's after year end. A couple of hours as needed when requests for individual client requests come in.
Filing market value statements - 1-2 hours a month. They could file all of the statements that Leah used to file plus the Pru downloads that Leah is currently filing. 5 hours to file/label all BlackRock/NTI year end statements (once a year).
Sending returns - 1-2 hours a month. Could be more.
Underwriting projects - 1-2 hours a month as needed. Would want a dedicated person to have time for these projects.
Salesforce - 1-2 hours a month. Assist with data entry, clean-up, account maintenance.
ISVF Participating Plan spreadsheet - 1-2 hours monthly.
ISVF report posting - 1 hour monthly.
As needed assistance - 5 hours/quarter - could be more, depending on demand:
Plan change letters
Filing contract amendments in contract folders (electronically)
Helping with contract correspondence - sending finalized copies of contracts/amendments to trustees to start
Running reports from Par.net to help with presentations as needed
Consultant Databases and RFI's
Candidate can assist other manager with multiple quarterly consultant responses that are required in a specified timeframe. (Time requirement = 2 hours per week, with time mostly focused on quarter-end.)
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Client Service Admin jobs in San Francisco, CA, United States
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