Administrative Assistant

Job title: Administrative Assistant

Company: Universite McGill

Job description: Position Summary:

Reporting directly to the Chief Investment Officer and Treasurer, the incumbent will provide administrative support to the Office of Investments. Administer accounts, organize unit meetings and other activities. Participate in the preparation of reports to sub-committees of the Board and to the Pension Investment Committee and Pension Administration Committee. Assist in document filing. Maintain database of investment manager reporting.

Primary Responsibilities:

• Participate in ensuring the smooth functioning of the office, resolves issues, recognize problems, and escalate when necessary.
• Assist in preparing documents, memos, reports, for the Office’s reporting to Board sub-committees
• Plans and oversees the organization of the Pension Investment Committee (PIC) meeting. Implements timelines, drafts agenda, reviews minutes, reviews reports/documents for the PIC package.
• Responsible for the donor annuity program.
• Administers the Endowment budget operations. Responsible for planning budget allocations, and budget forecasts. Monitors and reports on account spending and exercises financial controls.
• Responsible for distributing of Foreign Exemption Tax forms for withholding and reporting (W8-EXP, W8-BEN, Entity Self-Certification (FATCA) and new signing authority letters to global investment managers.
• Maintain database for web-based investment managers.
• Prepare excel spreadsheets in relation to holdings summary to be published on the Office of Investments Webpage and CAUBO reporting.
• Maintain Chief Investment Officer and Treasurer’s complex agenda.
• Schedule meetings, prepares, sends and proceeds with outcome of Doodles for Pension Investments meeting dates and other office meetings, set up menus and makes catering arrangements for special meetings
• Makes travel arrangements adhering to McGill’s travel policy.
• Sends Securities Litigation documents to CIBC Mellon’s group
• Archive and maintain network and binder copies of documents sent for storage; maintain Custodian, banks, investment manager’s original contracts/agreements.
• Processing invoices for the Pension Committee Members after quarterly meetings.
• Assisting with the pension audit. (confirmation letters, mailings, PIC remuneration audit, etc)

Other Qualifying Skills and/or Abilities

Demonstrated organization skills and attention to detail. Ability to multi-task and handle frequent interruptions. Ability to manipulate documents using Adobe Pro. Proficient in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email and the internet. English, spoken and written. French, spoken.

Minimum Education and Experience: DEC III 3 Years Related Experience

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca or 514-398-3711.

Expected salary:

Location: Montreal, QC

Job date: Fri, 16 Apr 2021 22:31:15 GMT