Investor Relations Administrative Assistant

Description

• Prepares, formats, and distributes investor communications through mail, email and investor portal, ensuring timely delivery.
• Tracks and reporst on communication timelines and completion status.
• Handles incoming correspondence, ensuring prompt and professional responses.
• Monitosr/orders stock of mailing supplies (e.g., envelopes, letterhead, postage materials) to support communication workflows.
• Liaises with external vendors.
• Prints documents for signature and/or mailing and coordinates mailings.
• Coordinates with various internal teams and external third parties to confirm content accuracy and compliance before dissemination.
• Schedules and coordinates meetings, appointments, conference calls, site visits and travel arrangements.
• Administers investor e-mail campaigns through Outlook and HubSpot, including scheduling and monitoring delivery.
• Manages department equipment, ensuring functionality and readiness for use.
• Organizes, maintains and updates mailing lists, files, spreadsheets, documents, web pages and distribution lists with current data. Distributes files, lists and documents as appropriate.

Requirements

• This position requires a minimum of three years of prior administrative support, preferably in real estate, finance, or investment industries.
• Strong organizational skills and meticulous attention to detail are required for this position.
• Demonstrates highest standards of personal and professional integrity, adheres to company’s policies and procedures, and complies with applicable laws, government rules and regulations.
• Keyboarding skills are required for this position, at least 40 WPM.
• Ability to work both with a team and independently with minimal supervision.
• Excellent verbal and written communication skills are required for this position.
• Leverages Microsoft Copilot or similar AI tools to streamline letter workflows, improve accuracy and productivity, and enhance efficiency in reporting and communications processes.
• This position requires a High School diploma, GED, or equivalent professional knowledge and/or work experience.
• Familiarity with HubSpot is preferred.
• Ability to work in a fast-paced environment and handle multiple tasks simultaneously.
• Experience with CRM software is preferred.
• Be an AI champion—understand, advocate for, and use AI to enhance processes and create efficiencies.
• Familiarity with and ability to apply style and brand guidelines are preferred.
• Proficient skills in Microsoft Outlook, Word, Excel, and Adobe Acrobat are required.
• One year or more of communications, journalism, or marketing experience is strongly preferred.
• Associate Degree in Business Administration preferred.

Benefits

• Paid Parental Leave
• Participation in the company 401(k) plan with a company match
• Company-paid short-term and long-term disability
• Sick time
• Vacation Time, Nine Paid Holidays, Three floating holidays per year
• Company-paid life insurance equaling your annual base salary
• Tuition reimbursement opportunity
• Medical/Dental/Vision insurance (PPO)

Training + Development

Interview process

Visa Sponsorship

Security clearance