Dodge & Cox is seeking an experienced, dynamic, and self-motivated Administrative Assistant to support the Private Client Group (PCG) team, including the Head of Private Client Service, Client Portfolio Managers (CPMs), and Client Service Associates (CSAs). This role functions as a true administrative business partner and strategic enabler, prioritizing client needs while owning logistics and day-to-day operations so the entire team can stay focused on client service and investment work.
Key Responsibilities- Partner with the Head of Private Client Service on department-level needs and initiatives and support the Private Client Group on a variety of client-related projects.
- Own calendaring and prioritization for the CPMs, protecting their time for client and investment work.
- Coordinate internal and onsite client meetings end to end, including scheduling, conference-room and AV setup, catering requests, and guest registration.
- Prepare client-meeting presentations and materials in PowerPoint, Excel, Seismic, and firm data systems.
- Keep CRM data timely and accurate as the system of record, entering client information and resolving data gaps.
- Complete ad hoc requests from the CSAs so they can focus on client needs.
- Act as the operational glue across the CPMs, CSAs, and the broader group, keeping communication moving and the team in sync.
- Partner with the RFP, Performance, IT, Communications, Legal, and Compliance teams, as well as Administrative Assistants across the firm as needed for specific projects.
- Coordinate travel for offsite client meetings and conferences and process expense reports and location tracking in Workday.
- Manage recurring client reporting including monthly and quarterly client materials.
- Maintain and troubleshoot the department's collaborative tools (Teams, the SharePoint site, and other shared platforms) and devices, and submit technology service requests on behalf of the team.
- Stay current on firm processes and technology, and support adoption of M365 and AI tools.
- Coordinate team and holiday events as needed.
- Provide coverage and mutual support across the admin team.
- Perform routine administrative tasks, such as preparing FedEx/USPS labels, copying, scanning, and faxing.
Ideal Candidate Profile- Proven experience supporting senior, client-facing professionals
- Exceptional verbal and written communication skills, with strong proofing and editing skills
- Highly organized, detail-oriented, reliable, curious, proactive, and service-oriented
- Flexible and steady under pressure, able to manage multiple priorities and meet tight deadlines
- Resourceful and solutions-oriented, comfortable navigating ambiguity and building a cross-firm network to find answers
- Collegial and collaborative, able to work both independently and as part of a team
- Strong emotional intelligence, comfortable proactively soliciting input and feedback from colleagues
- Enthusiasm for continuous learning and building skills to improve effectiveness and efficiency
- Trusted with confidential and sensitive client and financial information, exercising discretion and sound judgment at all times
Qualifications- Four-year college degree preferred (B.A. or B.S.)
- 5+ years supporting a client team in a financial institution is a plus
- Excellent written, verbal, and interpersonal communication, including the ability to interact effectively with CPMs, CSAs, clients, and colleagues within and across departments
- Adept at using the Microsoft Office suite (PowerPoint, Excel, Word), Adobe Acrobat, and collaborative tools (SharePoint, M365); comfortable with Seismic and CRM 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.
