Executive Coordinator

Department:

Investment Management Group

Reports To:

Managing Director & Oxford Investment Fellow

FLSA Status:

Non-Exempt

Location:

Minneapolis

POSITION DESCRIPTION

The Executive Coordinator provides administrative assistance through general office duties, coordinates special projects and reports, handles confidential information, processes internal reports and forms, and promotes a positive image for Oxford through client and advisor interaction.

DUTIES & RESPONSIBILITIES

General Office & Administration

• Prepares correspondence in all formats
• Organizes and maintains filing systems and investment binders
• Coordinates internal and external meetings
• Supports Business Development initiatives, including development and updating of presentations
• Manages contact database, Hub and related systems
• Arranges travel for Managing Directors

Special Project Coordination

• Organizes and maintains projects as assigned, including creating special reports for meetings, coordinating with other departments on production of reports, and preparing for out-of-town meeting events and conferences

Stakeholder Communication

• Researches and responds to inquiries from clients and Oxford associates
• Manages and prioritizes internal requests for the team; documents actions taken
• Communicates needs to other departments and maintains follow-up records

Meeting Preparation & Records Management

• Completes expense reports in Concur, including reconciliation of statements, identification of discrepancies and correction coordination
• Coordinates preparation and distribution of client and internal meeting materials
• Coordinates creation and maintenance of internal and external marketing materials
• Actively involved in all internal meetings, assisting as needed
• Prepares meeting agendas and minutes for subcommittee meetings
• Prepares various other reports as assigned

Additional Duties

• Other duties as assigned

QUALIFICATIONS

• Three years business experience in a related field; B.S./B.A. preferred
• Minimum of three years’ administrative experience
• Excellent written, verbal and interpersonal communication skills; able to interact effectively with internal and external stakeholders.
• Proficient with Microsoft Office (including Excel); with advanced Power Point skills
• Highly organized and detail‑oriented; able to manage multiple priorities, tasks and deadlines concurrently
• Proven analytical and problem‑solving skills with ability to produce accurate, data‑driven work
• Professional demeanor with an uncompromising respect for discretion and confidential matters
• Able to work both independently and as part of cross‑functional teams; demonstrated ability to execute projects or workstreams and follow through to completion
• Ability to adapt, learn and navigate custom systems such as Salesforce, Laserfiche, SmartSheets and other systems used by the department

WORKING CONDITION

• Long periods of sitting, utilizing a computer
• This is an onsite role working in the office full-time.
• Limited travel as business needs necessitate