*** Unqualified candidates will not be considered ***
Position: Operation assistant intern
City: New York, NY / Montreal, QC
Operations Assistant Intern position at an investment management firm with offices in New York and Montreal.
Job Description:
The Operations Assistant Intern will support business development, client servicing, compliance, reporting, and day-to-day operational activities. This role offers broad exposure to investment management, client onboarding, regulatory requirements, and executive support functions.
Business Development & Marketing Support
- Assist with client questionnaires, RFP-style requests, and due diligence materials.
- Maintain external databases and conduct competitive research.
- Assist in preparing marketing materials, investor presentations, and quarterly updates.
- Support the CEO with scheduling, email follow-ups, and maintaining internal databases.
Client servicing
- Coordinate client onboarding and ensure all required documentation is received, completed, and properly filed.
- Maintain and update client and investor databases.
- Respond professionally and promptly to client inquiries and requests.
- Assist with monthly, quarterly, and ad hoc client reporting requirements.
- Support onboarding workflows between internal teams and external service providers.
Compliance & Administrative Support
- Ensure documents, records, and regulatory filings are current, complete, and properly maintained.
- Maintain electronic and physical filing systems.
- Assist in preparing documentation for corporate and regulatory filings.
- Maintain compliance tracking logs, onboarding checklists, and recordkeeping systems.
- Assist with annual filings and ongoing compliance requirements.
- Monitor regulatory developments and assist with compliance-related projects.
- Review client and service-provider contracts using established procedures and checklists.
Operations & Office Administration
- Help ensure the office operates efficiently and professionally.
- Manage incoming and outgoing mail, emails, and phone calls.
- Order office supplies and coordinate service providers.
- Assist with operations meetings, including scheduling, preparation, documentation, and follow-up.
- Support the preparation of internal management reports and reporting packages.
- Assist with special projects and process improvement initiatives.
- Partner with operations, compliance, and investment teams to maintain and improve internal processes.
Ad Hoc Projects- Assist CEO and other team members
- Ensure the office runs smoothly.
- Manage incoming/outgoing mail/emails and calls.
- Review contracts – client contracts, service provider contracts.
- File documents and maintain appropriate recordkeeping.
- Order supplies and manage service providers.
- Handle Operations meetings. Prepare/conduct/Follow up.
Key Skills & Experience:
- Strong work ethic and exceptional attention to detail.
- Excellent organizational and time-management skills.
- Ability to multitask, take initiative, and thrive in a fast-paced environment.
- Excellent written and verbal communication skills.
- Strong quantitative and analytical abilities.
- Team-oriented with a willingness to learn and take on new responsibilities.
- Advanced Microsoft Excel skills required.
- Programming or coding experience is an asset but not required.
- Prior experience in fund administration, trading operations, investment management, or financial services is an asset but not required.
Qualifications:
- Bachelor's degree completed in a relevant field, or equivalent professional experience (Business, Finance, Mathematics, Engineering, Science, Marketing, Communications, or related disciplines).
- 1+ year of relevant experience (internship, part-time, or full-time experience qualifies).
- Professionalism, integrity, discretion, and sound judgment.
- Ability to work independently while contributing effectively as part of a team.
- Strong attention to detail and commitment to producing high-quality work.
- Ability to adapt to a dynamic environment and manage multiple priorities.
Salary and Benefits
Salary will reflect qualifications and experience in investment management back office
Office located in New York/ Montreal.
Job Types: Full-time
Additional pay:
Benefits:
Schedule:
- Monday to Friday, 8:00 – 18:00
Work remotely:
Benefits:
Ability to commute/relocate:
- Montréal, QC: reliably commute or plan to relocate before starting work (required)
Application question(s):
- This role requires a full-time commitment, including flexibility for occasional extended hours as needed. Please confirm that you are not currently a student and are able to work full-time with flexible availability.
Education:
- Bachelor's Degree (required)
Work Location: In person
