Administrative Assistant to the Equity Research Department

Job description

Role Overview Dodge & Cox is seeking an experienced and dynamic Administrative Assistant to join our Equity Research team. Working closely with Analysts and Portfolio Managers, this role anticipates needs, mitigates risk, and manages operational priorities with discretion and precision—freeing the investment team to stay focused on research and investment decisions. The Administrative Assistant works as part of a collaborative team of administrative professionals. Key Responsibilities Act as a trusted partner to Analysts in managing calendars and priorities, protecting time for research and investment work; manage calendar and anticipate needs, surfacing scheduling conflicts and preparation needs early. Organize meetings end to end, including scheduling, conference-room and AV setup for hybrid meetings, catering requests, and guest registration; partner with meeting hosts to build agendas and distribute materials in advance. Support Investment Committee, Sector, and Research meetings: handle detailed committee scheduling, track materials and correspondence, prepare and link materials in the Company Portal, and manage post-meeting follow-up, including time-sensitive workflows, notes, action items, and recordings. Arrange meetings with company management and sell-side research analysts, and collect research materials in preparation for industry conferences, management visits, and regional and country research trips. Coordinate all domestic and international travel, including visa applications, passport renewals, hotel and car service reservations, and conference registrations; process expense reports and location tracking in Workday. Utilize FactSet, AlphaSense, and other tools as requested by Analyst, to fulfill requests for company news, earnings reports, and sell-side reports. Maintain electronic research filing system for domestic and international companies. Assist with weekly and quarterly distribution of materials to the Equity Research Department. Ensure investment professionals’ devices and key apps are up-to-date and functioning reliably, particularly ahead of travel; work closely with IT to troubleshoot technology and support adoption of M365 and AI tools. Support recruiting and onboarding as needed. Support a variety of research-related projects and ad-hoc requests, including providing coverage and mutual support across the admin team. Perform other routine administrative tasks, such as expenses, submitting service requests, preparing FedEx/USPS labels, copying, scanning, etc. Plan team and holiday events as needed. Ideal Candidate Profile Exercises discretion and sound judgment at all times in handling confidential, sensitive, and material non-public information (MNPI) Exceptional verbal and written communication skills, with strong proofing and editing skills Highly organized, detail-oriented, reliable, accountable, intellectually curious, proactive, and service-oriented, with strong follow-through Project-minded and adaptable, expecting that each day may look different and comfortable shifting gears as priorities change Flexible and steady under pressure, able to thrive in a dynamic environment while managing multiple priorities and meeting deadlines Resourceful and solutions-oriented, comfortable navigating ambiguity and building a cross-firm network to find answers Collegial and collaborative, with strong interpersonal skills and emotional intelligence; able to work both independently and as part of a team, and comfortable proactively soliciting input and feedback Enthusiasm for continuous learning and building skills to improve effectiveness and efficiency Qualifications Four-year college degree preferred (B.A. or B.S.) 5+ years of experience supporting a senior team or investment professionals, preferably in a financial institution Adept at using the Microsoft Office suite (PowerPoint, Excel, Word, Teams), Adobe Acrobat, and collaborative tools (SharePoint, M365) Experience working with and troubleshooting multiple devices and operating systems Fluent with AI tools such as Copilot, Claude, and Gemini, and able to apply them to everyday tasks Able to quickly learn and adopt new database and software systems The salary range for this position is $100k - $120k. The listed pay scale denotes only the pay range of the base salary and does not include discretionary bonus compensation, which may make up an important portion of the total remuneration. Dodge & Cox encourages applicants to consider the value of the many competitive benefits it offers, including coverage of 100% of all healthcare premiums for employees and their families and fully funding a retirement plan at 25% of the total compensation to the IRS limit. The job description above is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. It is the Company’s policy to provide equal opportunity to all persons without regard to race, color, religion, sex, pregnancy, marital or domestic partner status, sexual orientation, gender identity or expression, age, ancestry, national origin, disability, or medical condition, as defined in state and federal laws. This policy covers all aspects of employment including, but not limited to, recruitment, selection, training, promotion, transfer, compensation, demotion, and termination. By applying for a position with Dodge & Cox, you acknowledge that you have read our EEO Policy All Dodge & Cox employees must adhere to the Firm’s security policies and Code of Ethics. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.