Senior Administrator, Investment Team - Jobs in Calgary

Job Description

WHO WE ARE:Since 1955, Calgary Foundation (“Foundation”) has been nurturing a healthy, vibrant, giving and caring community. As a community foundation made up of 49 staff members and 80 committee volunteers, we facilitate collaborative philanthropy by making powerful connections between donors and community organizations for the long-term benefit of Calgary and area.The Foundation has committed to active reconciliation in accordance with the Truth and Reconciliation Commission (TRC) 94 calls to action and United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP) as an important and integrated part of our culture. In addition, Calgary Foundation is on a journey of establishing a culture of racial equity focused on the proactive counteraction of race inequities, both inside and outside the organization. Our reconciliation and racial equity journey is intentional, with meaningful participation from all team members both collaboratively and as individuals. THE OPPORTUNITY:Are you a meticulous administrator and a skillful writer Do you have a willingness to learn about the role investing can play in supporting our community and a desire to see your work have a positive impact If so, we would like to hear from you!Reporting to the Director, Investments, you will provide senior administrative and clerical work primarily in support of the Calgary Foundation’s Investment Team with some support provided to the Finance Team. WHAT YOU WILL BE DOING:Across Investment and Finance Teams

• Prepare Audit, Investment and Impact Investment Committee agendas and organize meetings (booking of meeting rooms, checking committee member availability, confirming guest attendance, order catering, set-up, and clean-up room at the end of meetings, etc.).
• Coordinate the exchange of files over the Calgary Foundation’s file-sharing platform - Diligent (i.e., Committee packages and signing documents).
• Take Audit, Investment and Impact Investment Committee minutes at meetings, translate minutes taken into fully formed and complete document, distribute minutes to staff, Committees and Board, etc. as required.
• Prepare Audit, Investment and Impact Investment Committee Board reports and motions.
• File and archive (in accordance with Calgary Foundation policies) hard and soft copy documents such as: correspondence, government information, investment management materials, and the like as required.
• Help prepare and submit documentation for tax withholding and global tax reclaims with guidance from Investment Associates.
• Act as point of contact with external financial auditors as it pertains to work of the Investment team.
• Assist Investment Associates in preparing valuation memos and spreadsheets for the annual audit.

Specific to Traditional and Alternative Investments

• Support the Investment Team with routine communications to investment managers and requests for information.
• Prepare and distribute routine presentation materials and investment reports.
• Update quarterly investment reporting for Calgary Foundation’s website.
• With guidance from Investment Associates, help process alternative investment capital calls and distributions and traditional manager withdrawals and deposits.
• Record capital calls and distributions and file relevant documentation on SharePoint.
• Act as main point of contact when on-boarding new managers.
• Assist Investment Associates with logistics pertaining to termination of managers, including preparation of documents to facilitate transfer of the assets.
• Compile expense claim forms for the Vice President, Chief Investment Officer.
• Schedule meetings for the Investment Team with managers as requested (coordinate team schedules and book room, request materials in advance and file on SharePoint).
• Assist Investment Associates with data entry as required.

Specific to the Impact Investment Program

• Assist the Impact Investment Associate with the following tasks:
• Maintaining the online proposal submission portal and entering investment information into the Calgary Foundation’s relationship and payment database.
• Helping to facilitate the execution of impact investment legal agreements and gathering supplemental information during the legal due diligence process.
• Helping to prepare legal agreements and coordinate signing.
• Helping to onboard new investees and ensure they are in contact with the Finance Team to make repayments;
• Helping to coordinate the disbursement of loan proceeds.
• Reminding impact investees of upcoming payments.
• Event planning and other initiatives that aid the charitable sector in bolstering financial literacy and capacity building.
• Monitoring repayment and reporting activities and conducting following-up when required.
• Ensuring up-to-date and accurate impact investment files.
• Helping with basic preparation of financial materials to aid the loan underwriting.

WHAT YOU BRING:Skills and Experience ·Formal education, preferably in administration ·Minimum 5 - 7 year’s work experience is preferred·Extensive experience / proficiency in minute taking and record keeping ·Working knowledge of investment terminology, practices and basic accounting·A self-starter, able to work independently with minimal supervision·Exceptional verbal, written, and interpersonal communication skills·Excellent time management, listening, telephone, and organizational skills·Proficient level experience with Microsoft Windows, Word, Excel, PowerPoint and Outlook·Proficient level experience using Zoom and Teams software·Solid database and data management skills with high regard for detail/accuracy·Strong analytical, attention to detail and problem-solving skills·Demonstrated understanding of cybersecurity and controls to mitigate risks Desired Behaviours·Attentive to detail ·Efficient ·Focused on meeting deadlines ·Responsive to changing priorities ·Proactive and dedicated work ethic, with the desire to continuously learn, improve and share knowledge gained ·The role requires a team player with enthusiasm, a positive attitude, and the desire to serve a community of donors, grant seekers and other groups that we support ·Committed to upholding and promoting the values of Calgary FoundationOUR VALUES ARE:Accountability – We are answerable to the community and our stakeholders for our practices and results. Compassion – We care about people and consider individual and community wellbeing.Excellence – We aspire to exceptional performance and are committed to best practices.Inclusiveness – We embrace diverse knowledge, backgrounds and perspectives and encourage collaborative communities.Integrity – We are trustworthy, honest, reliable and ethical. WHY WORK AT CALGARY FOUNDATION:You seek a career with purpose. You have a passion to build a healthy and vibrant community where everyone belongs. You thrive with challenging work and value a culture of collaboration, professionalism, and mutual respect. Calgary Foundation is an equitable employer, and we encourage applications from members of groups who face historical and/or current barriers to equity. We value the contributions that each person brings and are committed to ensuring full and equal participation for all in our community.HOW TO APPLY:Interested candidates are encouraged to submit, via email, a resume and cover letter in PDF format by October 31st, 2023, to Tracy Maracle, Vice President, Governanceamp; Human Resources to email: careers@calgaryfoundation.org. In addition to a competitive salary, a comprehensive health and wellness benefits package, generous time off, including a day off for your birthday, and participation in a matching RRSP program are also offered. We thank all applicants for their interest, but only those selected for an interview will be contacted. For information regarding the Calgary Foundation please visit calgaryfoundation.org.