OppenheimerFunds Sr. Board Relations Assistant in United States

Sr. Board Relations Assistant

  • New York, NY

  • Full-time

Company Description

OppenheimerFunds values the talented and diverse workforce we've cultivated over the years. Our nearly 60-year history includes a strong tradition of providing innovative investment ideas and a world-class experience for the individuals, institutions and financial advisors we serve. Our strong foundation is built on collaboration, creativity, and the extraordinary people who play an integral role in our success every day.

Job Description

Provide administrative support to the SVP Board Relations & Governance and to the VP Associate General Counsel.

Principal Responsibilities:

Board Relations:

• Assist with Board member requests / inquiries/ general questions (copies, place to make phone calls, etc) •Process expense reports for Fund Board Trustees•Organize and plan all meetings and events for Board•Understand and anticipate Board Member/ Trustee preferences and needs•Prepare pre-meeting materials including Board report packets for Portfolio Managers•Assist with Board Trustee communications and correspondence•Assist with other reports as needed•Serve as the company-wide liaison for Diligent Board software and manage the subscription lists for multiple Boards•Maintain Diligent Resource Center•Create and manage Portfolio Manager presentation schedule•Maintain the following documents:oBoard Contact ListsoBoard Profiles Bookso Meeting Calendarso Onboarding/Retirement Documentso Publications/Subscriptions user lists (BoardIQ, Fund Board Views)o Board member personal records (addresses for tax returns, retirement dates etc.)• Coordinate new trustee onboarding• Assist CEO with draft speaker notes for Trustee retirement dinners

Legal:

• Liaison between the marketing departments and legal department to ensure a smooth review process of marketing materials.• Use workflow management system to assign and track all incoming marketing materials that require legal review.• Responsible for timely FINRA filing and reviews of consumer marketing. Check Advertising regulation Electronic Filing site daily for new postings of FINRA letters and distribute as needed.• Keep track of FINRA advertising account balance• Company contact for internal sales force for FINRA letters

General Responsibilities:

  • Provide administrative support to the SVP Board Relations & Governance and to VP Associate General Counsel

  • Manage Outlook calendars for both VPs with distinct ability to juggle appointments and prioritize as appropriate.• Organize meeting arrangements for executive and managers inside and outside the company.• Answer incoming phone calls from various members of management throughout the company. • Appropriately handle internal and external situations needing immediate attention. This may include personnel issues, escalated shareholder calls, legal calls, etc.• Coordinate travel arrangements and expense reimbursement for both VPs and other staff as necessary.• Manage and create numerous reports and documents for the departments, including executive-level summaries, PowerPoint presentations, etc.• Oversee correspondence on behalf of both VPs and any applicable department correspondence. Track all significant correspondence requests for compliance. Draft correspondence on behalf of the VPs to executives and managers inside and outside the company.• Ability to track multiple projects that are either being completed by self or by the departments.• Provide assistance and support to the department by taking on projects and tasks where necessary. Qualifications:• Administrative support experience preferred, with some experience supporting senior executives.• Excellent written and oral communication skills as well as proofreading skills.• High degree of professionalism and maturity with the ability to handle sensitive and confidential matters.• Advanced software skills in Microsoft Outlook, Word, Excel, SharePoint, PowerPoint, and some skills in Visio to develop organization charts.• Detail-oriented.• Flexibility and ability to work in a corporate environment.• Ability to maintain strong working relationships with other departments (Facilities, Help Desk, Human Resources, Accounts Payable, etc.).• Ability to manage multiple tasks and projects.• Commitment to deadlines.• Ability to work without supervision.• Strong prioritization skills, both for individual workload and in managing calendars.• Desire to learn and grow and be a contributor to the success of each team.

Qualifications

• Administrative support experience preferred, with some experience supporting senior executives.• Excellent written and oral communication skills as well as proofreading skills.• High degree of professionalism and maturity with the ability to handle sensitive and confidential matters.• Advanced software skills in Microsoft Outlook, Word, Excel, SharePoint, PowerPoint, and some skills in Visio to develop organization charts.• Detail-oriented.• Flexibility and ability to work in a corporate environment.• Ability to maintain strong working relationships with other departments (Facilities, Help Desk, Human Resources, Accounts Payable, etc.).• Ability to manage multiple tasks and projects.• Commitment to deadlines.• Ability to work without supervision.• Strong prioritization skills, both for individual workload and in managing calendars.• Desire to learn and grow and be a contributor to the success of each team.

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Additional Information

All your information will be kept confidential according to EEO guidelines.