Portfolio Administrator

1 week ago

Ottawa, Canada Canadian Medical Protective Association Full time

Job Information Questionnaire
- **PORTFOLIO** ADMINISTRATOR**

**CONTRIBUTING TO THE CMPA**
- The CMPA’s Investment department manages a $6 billion portfolio deployed across traditional and alternative strategies including a significant allocation to private assets and hedge funds. The department also supports the Investment Committee in determining the strategic asset mix to help the Association, an essential component of the Canadian healthcare system, meet its objectives. The Portfolio is managed from a multi-dimensional risk framework where leverage is used to improve efficiency within our Value-at-Risk budget.

**POSITION OVERVIEW**
- Reporting to the Lead, Investment Administrative Services, the Portfolio Administrator provides comprehensive administrative support and coordination to the Investments department. The incumbent is primarily responsible for supporting the Front Office team but will also lend occasional support to the Performance & Risk team within the Middle Office as well as the Portfolio Accounting team within the Finance department.

The Portfolio Administrator is responsible for a range of tasks that support and enable departmental operations, including document and information preparation and distribution, schedule management, departmental record and information (RIM) related activities, and processing money movements. The incumbent is a critical resource for the Investment department; as such, the incumbent demonstrates excellent communication skills, has the ability to develop and maintain strong relationships, and has experience balancing work from multiple sources.
- The incumbent works in a confidential environment, handling sensitive information with discretion. The incumbent has an exceptional eye for detail and the ability to interact with all levels of CMPA staff, management, as well as a wide range of external stakeholders. Tact, diplomacy, and professionalism are required at all times.

**POSITION ACTIVITIES**

**Portfolio Administration Support 40%**
- Ensures confidential information and documents are protected, in compliance with CMPA security and privacy policies for documents and materials either being sent or received by the Investments team
- Provides external parties with the necessary confidential documentation according to country legislation required for opening new accounts or AML refresh requests
- Completes time sensitive legal subscription agreements (specific to each country) for review and sign off; includes reviewing sizeable documents carefully assessing the questions being asked to determine the appropriate response depending on the account owner entity, and raise any unclear items with the Portfolio Manager for clarification with the fund manager and/or potential review by legal counsel
- Completes and obtains sign off on Canadian and U.S. tax forms as well as confidential Common Reporting Standard (CRS) forms; responds in a timely manner to external fund managers and fund administrators requesting updated forms
- When required, prepares documents and coordinates with Notaries and authorized signatories (CEO, CFO, CIO, and Director, Finance) for the timely certification of supporting sensitive and confidential documents and signatures
- Represents the CMPA with numerous global service providers such as asset managers, administrators, and legal firms while coordinating Front Office activities or addressing and executing documentation requirements for investments
- Maintains very large central filing systems for the department, including the retention of both shared and corporate files such as investment management agreements, prospects, highly confidential AML documents, and subscription agreements
- Processes capital calls and distributions in the custodian system with a high degree of accuracy and attention to detail; accurately tracks and escalates for approvals within the allotted timeframe and files in a timely manner; and, confirms new and updated wire transaction details with receiving financial institutions
- Verifies service provider invoices, obtains necessary approvals, and processes in Workday

**General Administrative Support**
**4**
**0%**
- Maintains the electronic filing systems and structures within the document management system, client relationship management system, and shared folders
- Maintains critical dates and extremely active Outlook calendars for the Investments professionals, as well as travel schedules/location of staff travelling on business. Properly coordinates meeting requests to factor time zone differences, book travel and accommodations, and research and assist with travel requirements (visas, immunizations, etc.).
- Prepares or edits letters, memos, and spreadsheets and distributes to the appropriate users
- Prepares and maintains global external contact lists for correspondence related to the CMPA Portfolio including mass updates and requests for information
- Participates in initiatives and projects to improve de

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