Assistant Operations Coordinator Jobs in Minnesota

Company Overview

Established over 60 years ago, Waycrosse, Inc. is a single-family office based in Wayzata, MN with approximately 70 employees. We provide comprehensive wealth management services to our clients including facilitating legal services, tax, insurance and investments.  We are passionate about being the most trusted partner to our clients and look for individuals who can deliver outstanding service with the utmost confidentiality.  If you are looking for a workplace that fosters an inclusive culture, strives to attract, develop and retain top caliber talent through competitive rewards, we would like to meet you. 

Position Overview

The Investment Operations Coordinator supports the Investment Operations team, owning and supporting a variety of processes within the Investment Operations department and Waycrosse in general. The Coordinator adheres to a business-day schedule ensuring every deliverable is completed accurately, on time, and in accordance with published policies and procedures (“P&Ps”). The role requires strong organization, disciplined time management, attention to detail, and clear communication with internal stakeholders, custodians, external vendors, and other external stakeholders as necessary.

Key Areas of Responsibility

General

• Learn and effectively utilize investment operations systems in conjunction with relevant processes (i.e. trade entry, reconciliation, reporting).
• Execute investment operations processes and workflows; support automation and efficiency enhancements.
• Actively participate in department meetings, projects, and initiatives; serve as backup to other team members as needed.
• Maintain department P&Ps and ensure documentation is stored appropriately within document management software.
• Organize and monitor department meetings, projects, schedules, and action items to ensure timely and accurate deliverables.
• Own and maintain a variety of time sensitive departmental processes with ability to prioritize department and organizational deadlines.

Support Monthly Partnership Accounting Process

• Complete transfer documentation & related activities.
• Verify completed transfers for accuracy with custodian, investment managers, and fund administrator.
• Organize and maintain documentation and records in document management system(s).
• Export data from fund administration system and import cash flows to portfolio accounting trade blotter.
• Maintain documentation in document management system(s).

General Support of Investment Operations & Waycrosse                                                   

• Perform ad hoc projects and special reporting as requested or identified.
• Serve as backup to investment operations colleagues or processes.
• Coordinate Investment Advisory Council (IAC) meetings, including the preparation and distribution of meeting materials; serve as liaison to the IAC.
• Prepare investment subscription documents for investments. Collaborate with legal team to complete anti-money laundering, know your client (KYC), and other questionnaires and documentation.

Data Integrity, Reconciliation, & Miscellaneous Support                                                      

• Utilize internal and external systems to affirm data accuracy for a variety of processes.
• Contribute to process improvement, automation, and P&P development initiatives to benefit the overall operations of Waycrosse.
• Coordinate & maintain tracking of monthly and quarterly statements.

Administrative Support

• Assist in coordinating meetings, generating materials, and maintaining on time deliverables.
• Maintain timely and accurate records for authorized signers, entities, and other investment related documentation.
• Provide administrative support to the investment operations and research teams, such as maintaining calendars and preparing expense reports.

Professional Qualifications

• Bachelor’s degree required. Business, finance, accounting focus a plus.
• 2+ years’ work experience required, preferably in financial or professional services supporting investment operations or financial reporting.
• Highly proficient in Microsoft applications including PowerPoint, Word, Excel, SharePoint, Teams, and Outlook. Experience with accounting, investment, CRM, RMS, document management systems a plus.

• Demonstrated ability to follow, maintain, and improve policies, procedures, workflows and process documentation.
• Strong analytical skills with the ability to review data, identify discrepancies and ensure accuracy across systems and records.
• Exceptional verbal, written, and presentation skills.
• Strong attention to detail, initiative, work ethic, and a positive attitude.
• Ability to work effectively both independently and as part of a team.
• Ability to balance multiple priorities, projects, and deadlines.
• Ability to maintain a high level of integrity and discretion when handling confidential information.

• Ability to manage and complete a high volume of tasks and projects independently.

Working Conditions

The physical working conditions of this position include an office environment where sitting and working on a computer for extended periods of time are common.

Hybrid Work Environment

We operate a hybrid work environment. Employees are required to be in the office on Wednesdays and a minimum of two other days per week, for a total of three days in office and two days remote. During the first 30 days of employment, in-office work is expected to ensure effective onboarding, collaboration, and relationship building. This work arrangement is subject to change at the discretion of Waycrosse.

Benefits Overview

Waycrosse, Inc. provides employees with a comprehensive benefit program including but not limited to medical, dental, life, vision, retirement (401K), and disability plans.

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