*** 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:

• Bonus pay

Benefits:

• Paid time off

Schedule:

• Monday to Friday, 8:00 – 18:00

Work remotely:

• No

Benefits:

• Paid time off

Pay: From $35,000.00 per year

Benefits:

• Paid time off

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 (Required)

Ability to Commute:

• New York, NY 10022 (Required)

Work Location: In person