Executive/Senior Executive (Investment Ops & Admin)

Job description

[What the role is] You will provide operational and administrative support to JTC's Investment Division, ensuring the smooth running of day-to-day investment operations activities and administrative functions. Working within a small, dynamic team, you will support team members across a range of operational tasks including performance reporting, reconciliation, compliance monitoring, and counterparty documentation, as well as administrative coordination. This role is well-suited for someone who is organised, detail-oriented, and keen to develop a working knowledge of investment operations in an institutional setting , while also committed to providing strong administrative support to the team. [What you will be working on] 1. Performance Reporting Support · Assist in the preparation of periodic performance reports across internally managed and externally placed portfolios. · Compile and organise data from custodians, fund administrators, and internal systems to support the production of management reporting for senior stakeholders. · Help maintain accurate and up-to-date records of portfolio performance data. 2. Document Management · Maintain a well-organised and up-to-date repository of investment management agreements, subscription agreements, side letters, and other legal and operational documentation. · Track key terms, renewal dates, and obligations across counterparty agreements. Position Title: Asst. Manager, Investment Operations Department: Investment Division · Assist team members in coordinating the review and execution of documentation with external counsel and counterparties. 3. Compliance Monitoring Support · Assist in the monitoring of portfolio compliance against investment guidelines and mandate parameters. · Help maintain compliance records and tracking logs, and support the preparation of compliance reports for review by senior team members. · Flag potential issues for escalation in a timely manner. 4. Governance and Audit Support · Assist in maintaining and updating operational policies, procedures, and process documentation for the Division. · Help track and follow up on audit findings and action items, and support the preparation of materials for internal audit reviews and governance-related meetings. 5. Liquidity Management Support · Assist in monitoring cash positions and tracking cash flows across the portfolio. · Help coordinate the preparation and submission of cash movement instructions to custodians and fund managers, and maintain records of liquidity-related transactions and balances. 6. Reconciliation Support · Support the reconciliation of portfolio valuations, cash positions, and transaction records against custodian and fund administrator statements. · Assist in the investigation and follow-up of discrepancies, escalating issues to senior team members where necessary. 7. Securities Settlement and Trade Support · Assist with the tracking and confirmation of trades for the internally managed portfolio, including following up on settlement status with custodians and counterparties. · Maintain logs of trade instructions and settlement records, and help investigate and resolve routine settlement queries and exceptions under the guidance of senior team members. 8. Counterparty Liaison · Serve as an operational point of contact for routine queries and correspondence with fund managers' operations teams, custodians, fund administrators, and other service providers. · Coordinate follow-ups and ensure timely resolution of operational queries, escalating more complex matters to senior team members as appropriate. 9. Technology and Systems Support · Assist in the onboarding and implementation of operations and portfolio management systems, including supporting data entry, system testing, and the documentation of workflows and procedures. · Coordinate with vendors and internal stakeholders on administrative and logistical aspects of system implementation, and help maintain data accuracy across platforms. 10. Administrative Support · Manage calendars and coordinate scheduling of meetings, appointments, and engagements for the Division. · Coordinate travel arrangements, itineraries, and logistical requirements for official engagements. · Support the planning and coordination of meetings, including agenda preparation, logistics and follow-up actions. · Collate, organise, and distribute materials, presentations, briefing papers, and reports for meetings. · Handle sensitive and confidential information with professionalism and discretion, maintaining accurate records in accordance with organisational policies and governance requirements. [What we are looking for] Up to 3 years of relevant experience in an investment operations or financial services support role. · Strong organisational skills and attention to detail, with a high degree of accuracy in handling data and documentation. · Ability to manage multiple tasks and priorities in a fast-paced environment. · Ability to work independently and take ownership in a lean team environment, with the initiative to build processes from scratch rather than simply follow established ones. · Good interpersonal and communication skills, with the ability to manage external counterparties professionally. · A proactive and resourceful attitude, with a willingness to learn and contribute across both administrative and operational functions. · Prior exposure to investment operations, fund administration, or financial services will be an advantage.