Executive Assistant – Investments

About The Harry and Jeanette Weinberg Foundation

The Harry and Jeanette Weinberg Foundation, one of the largest private charitable foundations in the United States, is dedicated to meeting the basic needs of people experiencing poverty. The Foundation provides approximately $130 million each year in total grant activity supporting nonprofits that provide direct services in the areas of Housing, Health, Jobs, Education, and Community Services. Grants support organizations that serve a range of populations, including older adults, women at risk and their children, people with disabilities, and veterans, as well as the Jewish community.

The Foundation administers the majority of its funding in its priority communities: Baltimore, Chicago, Hawaiʻi, Israel, New York City, Northeastern Pennsylvania, San Francisco, and Rural Communities (primarily rural areas within proximity to other priority communities). Foundation funding extends to the greater metropolitan areas of the specific cities listed. All of these locations represent personal ties to the life and legacy of Harry Weinberg, as well as communities where Weinberg Foundation trustees reside and provide leadership. Since 1990, the Foundation has distributed grants totaling more than $2.5 billion.

Position Summary

The Executive Assistant – Investments will serve in a composite role for the investment team. This position’s main directive will center on providing support in multiple areas including but not limited to calendar and contact management; travel coordination; file life-cycle maintenance; credit card statement processing; preparation of simple, direct prose; and copious other tasks specific to the needs of the investment department.

Primary Responsibilities

  • Work as an assistant to the Chief Investment Officer, Deputy CIO, Investment Director, and the Investment Manager (investment staff).
  • Maintain the filing system for Investment Committee meeting minutes, investment manager records and communications, and other investment staff needs.
  • Prepare investment team travel requests and travel reports.
  • Manage contacts in Outlook for investment staff, including changes and updates.
  • Assist in managing special, customized mailings and projects for the investment staff.
  • Maintain the out of office calendar and travel calendar for investment staff.
  • Prepare, process, and submit timesheets.
  • Prepare credit card statements and expense reports.
  • Prepare for presentations (i.e., assembling informational materials, etc.), coordinating calendars, sending out email confirmations and reminders, etc.
  • Meeting preparation: Reserving food and drinks, room, via working collaboratively with IT and HR.
  • As necessary, copy and prepare documents for meetings, making certain the conference room is set in advance of the meeting with agendas, documents, drinks, and food if necessary.
  • Upon conclusion of meetings, confirm the room is clean and cleared of all materials and put into order.
  • Answer phones, handle inquiries, take messages, and forward calls in a friendly and professional manner.
  • Prepare and process documents for electronic filing and prepare and distribute various documents (including typing, copying, faxing, mailing, and messenger documents).
  • File all paper documents in a timely and accurate manner and manage the paper and electronic filing systems.
  • Ability to use mail merge in Word and strong follow-up skills in arranging meetings and briefings for multiple participants.
  • Prepare travel arrangements, including itineraries, hotel confirmations, ticket research and purchases, passports, visas, flights, car rentals, directions, etc.
  • Manage investment staff calendars in Outlook.
  • Plan and schedule meetings as requested, including contacting participants, distributing email reminders, calling the day before meetings to confirm participation, and preparing documents and the conference room.
  • Greet and assist guests.
  • Write simple and direct prose, including correct grammar and punctuation.
  • Demonstrate a meticulous attention to detail.
  • Proofread documents through several rounds, carefully checking and rechecking changes, as well as rereading documents to confirm accuracy.
  • Persevere in working on a document through multiple revisions.
  • Accept constructive criticism and respond by improving one’s work product and reducing errors.
  • Maintain awareness and understanding of Foundation grantmaking.
  • Make use of general knowledge of philanthropic and nonprofit fields.
  • Initiate recommendations and solutions to challenges.
  • Work well with other staff to deliver work accurately and quickly.
  • Maintain a clear and orderly office appearance keeping work area tidy at all times.
  • Jointly maintain tidiness in all common areas.
  • Restock paper daily in printers, fax, paper racks (for letterhead, envelopes, etc.).
  • Arrive on time at your desk ready to work, working throughout the day, minimizing late arrivals and early departures.
  • Manage your work efficiently and productively limiting personal or unrelated work interruptions.
  • Serve as a professional representative of the Foundation to assist investment staff.
  • Demonstrate a strong command of the English language and grammar skills on a sophisticated level.
  • Utilize advanced information technology skills, especially Microsoft Office and Outlook.
  • Provide knowledge and understanding of database software.
  • Maintain strict confidentiality.
  • Make use of general research skills, particularly utilizing the Internet.
  • Demonstrate a high level of friendly and professional customer service with internal and external individuals.
  • Have a sense of irony, humility, and humor.

Skills and Qualifications

  • Work experience in nonprofit or community-related organization is highly desirable.
  • Work experience in a financial and/or legal organization would be considered a positive.
  • Copyediting and proofreading, fact checking, comprehension of grant or other legal documents.
  • Excellent writing skills, including accurate spelling and grammar.
  • Advanced information technology skills, especially Microsoft Office.
  • Knowledge and understanding of database software.
  • Research skills.
  • Ability to be well-organized and able to work with minimum supervision.
  • Sense of confidence balanced with humility (diplomatic, respectful style, serving as an ambassador for the Foundation in all public settings). This includes the confidence to say, “I don’t know, but I will find out and get back to you.”

The Weinberg Foundation is an equal opportunity employer. It embraces workforce diversity and is firmly committed to complying with all federal, state, and local equal opportunity laws. The Foundation encourages all qualified applicants to apply.

Interested candidates should submit a confidential resume and cover letter, along with salary range requirements, to jobs+eab@hjweinberg.org, no later than close of business on November 5, 2021. If the Foundation is interested in speaking with you, expect to be contacted within 30 days of submission. Please refrain from phone follow-ups. Thank you.

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