Executive and Investment Team Administrator

The Executive and Investment Team Administrator provides comprehensive administrative support in a dual capacity: supporting the firm’s Executive Committee and partnering with the Investment Management team to ensure efficient operations. The role requires the ability to flex support levels depending on executive needs, exceptional multitasking, adaptability, and a balance of strategic prioritization and hands-on administrative execution. This role also requires maintaining confidentiality and handling sensitive information with discretion.

The ideal candidate is proactive, highly detail-oriented, and thorough in their communication. They anticipate needs, follow through on commitments, and ensure details are handled accurately and efficiently. They are also able to think beyond the immediate task, connecting day-to-day responsibilities to the broader goals and priorities of the executive and organization.

Key Responsibilities

Executive Support

• Provide high-level administrative support and assistance to the CEO and other members of the firm’s Executive Committee, including managing calendars, scheduling meetings, making travel arrangements and more as needed.
• Coordinate executive communications by organizing requests, following up on outstanding items and helping ensure timely responses.
• Prepare and submit monthly expense reports for various members of the executive team through Ramp, including gathering receipts and confirming appropriate expense categories.
• Coordinate Executive Committee meetings, retreats and other events, including meeting space, meals, schedules and related logistics.
• Coordinate meeting schedules and travel arrangements for external partners, including board members.
• Serve as the primary point of contact for coordination between the Executives and Horizon’s external partners, communicating professionally and maintaining appropriate confidentiality.
• Attend meetings as requested, take notes and track or follow up on action items.

General Administration & Coordination

• Identify practical opportunities to improve administrative processes, organization, and efficiency.
• Coordinate information and schedules across departments to support the Executive Committee and Investment Management team.
• Organize quarterly Horizon and Mutual Fund board meetings, including meeting logistics and travel arrangements
• Schedule training for new employees as requested
• Handle ad-hoc projects and assignments as the business dictates including tasks such as assisting with office events, firmwide meetings and communicating with building management.
• Occasionally fill in for the Front Desk Associate and assist the Events team as necessary
• Act as point of contact for corporate apartment, including its use, the cleaning schedule, maintenance requests and other related tasks.

Investment Management Administrative Support

• Provide day-to-day administrative support to the Chief Investment Officer and Investment Management team.
• Coordinate with the Investment Management team and other departments to support communication, scheduling and follow-through.
• Track deadlines and assist in the delivery of quarterly and ongoing team deliverables.
• Manage complex calendars and coordinate internal and external meetings and media appearances, ensuring the team is well prepared for all engagements.
• Arrange and coordinate travel including flights, hotel, and transportation for members of the Investment Management team.
• Serve as a point of contact for the investment team for both internal and external contacts - anticipating and proactively following up on deliverables or requests.
• Prepare, proofread, and edit professional documents, presentations, spreadsheets, and reports as needed with a high level of accuracy.
• Take meeting minutes and follow up on action items as needed.
• Assist with onboarding and administrative support for new Investment Management team members.
• Organize and maintain digital files and keep accurate records of important information.
• Work with Marketing Team to track media requests, presentation materials, etc.

Qualifications

• 3+ years of administrative experience, including direct support to executives and/or investment or financial teams preferred.
• Strong organizational skills with the ability to manage competing priorities, deadlines and schedules.
• Clear and professional written and verbal communication skills; comfortable engaging with internal and external stakeholders.
• Sound judgment and discretion when handling confidential or sensitive information.
• Strong attention to detail and a consistent approach to follow-through.
• Ability to work independently while also collaborating effectively with colleagues across the firm.
• Proficiency in Microsoft Office Suite (Excel, Word and PowerPoint), Google Workspace (Gmail, Calendar, Sheets, Docs, Slides)
• Responds promptly to shifts in direction, priorities and schedules
• A team player who embodies Horizon’s values: Community, Unity, Ingenuity, Gratitude and Fun.

What Success Looks Like

Success in this role means executives and the Investment Management team have the administrative support, information, schedules and follow-through they need to operate effectively. The person in this role keeps commitments organized, communicates clearly, handles confidential information appropriately, and responds thoughtfully when priorities or schedules change.

Inclusive Hiring

Horizon is committed to an inclusive hiring process and to considering qualified candidates based on their skills, experience and ability to perform the responsibilities of the role. We recognize that candidates may bring relevant experiences through different career paths. If you meet many, but not all, of the qualifications listed above, we encourage you to apply.