JOB DESCRIPTION
Title: Associate Director
Department: Fund Admin Team
Report to Executive Director, FA
Location: Remote, Hybrid setup
Work Hours: Full-time, Monday- Friday
FLSA: Exempt
Date: October 1, 2026
Summary
The primary responsibility is to conduct second-level reviews, ensuring accuracy, compliance, and efficiency within fund administration processes. Additionally, Associate Director will handle final reviews as needed, maintaining high-quality service delivery. This role involves managing a variety of fund assignments, including vanilla structures and Special Purpose Vehicles (SPVs), with fund complexity determined by the Director and Executive Director. The position is client-service oriented, with 70% of responsibilities dedicated to client service (CS) activities, while the remaining 30% focuses on administrative tasks. As a Team Leader or Function-Specific Manager, Associate Director will oversee team performance, provide guidance, and ensure alignment with firm policies and procedures. This role demands a strategic and detail-oriented leader who can effectively balance client interactions, fund oversight, and operational responsibilities to drive efficiency and service excellence. Associate Director will be responsible for such duties and responsibilities that are normally associated with the position, which include, but are not limited to the activities enumerated below
Key Responsibilities
Client Services Functions
Ā· Leads and coaches Associates, Senior Associates, and Supervisors to achieve client service objectives;
Ā· Supports the onboarding of new clients by coordinating setup activities and ensuring a smooth transition into fund administration services.
Ā· Collaborates with internal departments and external partners to ensure timely, accurate, and efficient delivery of client deliverables.
Ā· Builds, maintains, and strengthens client relationships through confident, professional, and proactive engagement to ensure high client satisfaction and long-term partnerships.
Ā· Oversees team day-to-day activities, providing support and guidance;
Ā· Ensures accurate and timely preparation of monthly, quarterly, and annual reporting packages, including working papers and financial statements;
Ā· Delivers high-quality ad-hoc reports requested by the client;
Ā· Acts as a Second Level or Final Reviewer for funds, designated by the Director and Executive Director;
Ā· Collaborates with the Technical group to resolve accounting issues and address incident reports;
Ā· Identifies and resolves issues effectively, anticipating challenges and adapting strategies;
Ā· Ensures timely and quality delivery of all deliverables, meeting agreed-upon standards;
Ā· Establishes the annual Fund Tasks budget hours, considering the complexities and peculiarities of assigned fund tasks.
Administrative Functions
Ā· Maintains strict adherence to deadlines, both internal and external.
Ā· Fosters a culture of professional development by providing mentorship, training, and guidance to team members. Sets clear performance expectations and tracks progress.
Ā· Takes the lead in resolving issues with supervised team members, working in partnership with management and other HC Global offices;
Ā· Ensures timely submission of timesheets, including those under supervision, to maintain accurate records of tasks completed and facilitate efficient payroll processing;
Ā· Actively engages in group activities to cultivate a collaborative work environment, exchange knowledge, and contribute meaningfully to team objectives;
Ā· Attends and completes all mandated training programs to enhance skill sets, stay abreast of industry developments, and ensure compliance with regulatory mandates;
Ā· Annually, facilitate up to two courses using your expertise based on the request from HC Global Learning & Development upon request;
Ā· Maintains a comprehensive understanding of relevant best practices and client-specific agreements to guarantee adherence to established standards, mitigate potential risks, and deliver services of exceptional quality;
Ā· Demonstrates flexibility, adaptability, and a willingness to contribute to the team's overall goals by performing additional duties as assigned by Directors, Executive Directors, and Managing Directors;
Ā· Carries out the Specific Fund Admin Tasks summarized below:
- Carries out the roles and responsibilities based on the function assigned (CS, Resource, Technical, Learning & Development, Process & Technology, etc.);
- Supervises at least 1 Supervisor and 3 Senior Associates and/or Associates;
- Facilitates team coordination for fund assignments;
- Updates the monthly fund status file promptly;
- Assists with Operations-related projects, as needed;
- Reviews and approves invoices;
- Reviews profitability and fee increases;
- Assists with the collection process;
- Facilitates mentoring and coaching sessions with the team assigned to Fund;
- Ensures team members under supervision are attending the training and conferences;
- Participates in interviewing applicants for Supervisor, Senior Associate, and Associate positions;
- Participates in annual deliberation of Supervisors, Senior Associates, and Associates, as needed;
- Updates Consolidated Fund Assignment;
- Reviews Key Result Areas (KRA) and Key Performance Indicators (KPI) of team members;
- Facilitates projects as approved by Managing Directors;
- Performs roles and responsibilities required for the Functions assigned to Associate Director.
In addition to the above functions, the Associate Director may also be expected, from time to time, to assist in other non-operations work, as the need arises, and as determined by the Immediate Superiors, Group Heads, and Managing Directors.
Job Specifications
Education & Experience
Ā· Graduate of Bachelorās degree in Accountancy
Ā· CPA, CA a Plus
Ā· Possesses extensive experience in Fund Administration Accounting, compliance, U.S. taxation, and other business-related activities; with at least 3 years of experience in people management
Ā· Strong financial reporting, regulatory compliance, and tax skills
Ā· Ability to develop business relationships, both within and outside of the Company
Ā· Excellent interpersonal, communication, and organization skills
Ā· Know how to be a manager vs. leader
Ā· Computer proficient, with advanced MS Excel skills
