Administrative Coordinator/Sr. Administrative Coordinator - FINAI FI
Overview
The Finance Department’s Fund Investment Unit (FINAI FI) is seeking a qualified candidate for the role of Administrative Coordinator/Senior Administrative Coordinator. The role is responsible for developing and implementing investment strategies for the Investment Account (IA) and assets of certain trusts.
Key Responsibilities
- Provide a wide range of administrative support to FINAI FI and serve as the Unit's sole coordinator, overseeing and facilitating all administrative and operational support functions.
- Independently manage and take ownership of the Unit’s administrative operations with minimal supervision.
- Anticipate needs, exercise sound judgment, and proactively resolve issues.
- Independently maintain the Unit’s official records, filing systems, and Teams channels; maintain the Unit’s IT access rights.
- Propose refinements to the Unit’s records and filing systems.
- Coordinate and collaborate across teams within the Unit, FIN’s divisions and Front Office, other Fund departments, and external stakeholders.
- Organize meetings, seminars, workshops, conferences, and other events.
- Manage electronic calendars; draft and prepare correspondence with minimal review; identify and prioritize competing demands; develop and monitor workplans and timelines.
- Identify and address compliance issues in documents and correspondence, and advise staff on applicable Fund procedures, Board documentation requirements, and review processes.
- Promote, apply, and continuously learn the responsible and effective use of AI and other productivity tools.
- Adapt to evolving priorities and proactively manage administrative responsibilities with minimal supervision.
- Provide administrative support to the Investment Oversight Committee (IOC), including coordinating committee schedules, preparing and distributing meeting materials, developing PowerPoint presentations, maintaining official records and filing systems, and supporting committee activities.
- Prepare and format Board documents, liaise with SEC on Board meeting dates and requirements, develop and monitor document-preparation timelines; and coordinate meetings with Executive Directors.
- Interact periodically with the Unit’s external investment managers and custodian banks, coordinate ad hoc meetings, quarterly review conference calls and videoconferences, prepare correspondence, maintain electronic files, process authorizations for payment of management fees, and prepare and file correspondence for market opening and other regulatory documents.
Required Experience
A minimum of six (6) years of relevant experience is required. External candidates must have had at least two (2) of the six required years of experience in a lead role. Extensive knowledge of the Fund’s administrative policies, procedures, and organizational structure, typically acquired through substantial Fund experience. Sound judgment in managing confidential and strictly confidential information and basic understanding of the importance of IT network security and access rights management are an advantage. Front Office experience within the Fund is an advantage, as is a genuine interest in, or commitment to understanding, the Fund’s investment activities.
Qualifications
Educational development, typically acquired by the completion of a high school diploma, or equivalent. Candidates need to have passed the IMF Office Assistant Exam to be considered for this position.
