Administrative Officer

Firm OverviewPRIMECAP Management Company is a long-established, research-driven investment manager overseeing an evolving platform that includes multiple mutual funds, institutional separately managed accounts, and new product initiatives including an ETF and other fund structures. The Firm operates with a lean structure, high standards, and a strong culture of accountability and collaboration.Position SummaryPRIMECAP Management Company is seeking a highly capable Administrative Officer to serve as a central administrative leader supporting the firm's day-to-day functioning and effectiveness. This role replaces a long-tenured Chief of Staff and is critical to maintaining the firm's high standards, institutional continuity, and operational discipline.The Administrative Officer will oversee a broad range of administrative, facilities, and coordination functions across the firm, acting as a key integrator between investment professionals, operations, IT, compliance, and external vendors. In addition, this individual will provide day-to-day management and leadership of the Firm's administrative assistants, ensuring alignment, consistency, and high-quality execution across all administrative support functions. The role requires sound judgment, discretion, and the ability to manage both routine processes and ad hoc demands in a fast-paced, high-performance environment. This position is well-suited for a professional who is comfortable operating both strategically and in a hands-on capacity.Key ResponsibilitiesKey responsibilities include managing firmwide coordination and communication, including internal notifications across email and collaboration tools, and tracking and following up on action items across teams. The role will support distribution and tracking of internal materials and assist with governance-related coordination, including interactions with external partners such as Vanguard. The Administrative Officer will also oversee front desk coordination and visitor management, manage access control systems and tenant portal activities, maintain attendance tracking, and ensure smooth execution of recurring administrative processes.The role includes significant responsibility for facilities and office management. This includes serving as the primary liaison with building management, coordinating work orders and tenant notifications, overseeing furniture and office vendors, and ensuring the functionality of common spaces and workplace infrastructure. The Administrative Officer will coordinate building-related events such as scheduled power outages and will play a role in safety procedures, including fire drill coordination.Vendor and service provider management is another core component of the role. The Administrative Officer will manage relationships with key vendors, including document management, printing, telecom, and facilities providers, ensuring timely service and issue resolution. The role will also coordinate closely with internal IT on administrative aspects of systems and vendor relationships.The position is responsible for meeting and event coordination across the firm, including internal meetings, portfolio manager lunches, firmwide events such as holiday gatherings and retirements, and logistics for board and offsite meetings. In addition, the Administrative Officer will support administrative aspects of technology and systems, including access control platforms, internal tools, onboarding and offboarding coordination, and routine IT-related processes in partnership with the IT team.The Administrative Officer will also provide support for compliance and operational processes, including assisting with administrative components of compliance tracking and supporting internal workflows tied to reporting and controls. The role will be expected to provide surge support on special projects and cross-functional initiatives as needed.Candidate ProfileThe ideal candidate will have significant experience in an administrative leadership, office management, or chief-of-staff-type role, preferably within investment management or a professional services environment. The role requires exceptional organizational skills, strong interpersonal abilities, and a high degree of discretion. The successful candidate will demonstrate a proactive mindset, a willingness to take ownership, and the ability to operate effectively in a lean, non-bureaucratic environment with evolving responsibilities.Key attributes for success include reliability, attention to detail, sound judgment, and a collaborative approach. The individual must be comfortable managing both high-level coordination and day-to-day execution, including leading and mentoring administrative staff, maintaining composure under pressure, and handling multiple competing priorities with professionalism and efficiency.Given the breadth of responsibilities historically managed by the retiring Chief of Staff, this role is expected to evolve over time. The successful candidate will have the opportunity to shape processes, improve efficiencies, and serve as a long-term institutional resource for the firm.Technical and Analytical SkillsDeep expertise in the Microsoft Office family of applications, especially Excel. Familiarity with order management systems (OMS) and the mutual fund and ETF daily trading cycles would be a plus, but is not required.Core CompetenciesHighly analytical with strong problem-solving capabilities. Detail-oriented with a strong can-do, never-say-quit mindset. Ability to operate both swiftly and tactfully in a lean environment with a diverse group of demanding but fair functional group leaders and portfolio managers. Strong communicator, comfortable engaging with senior stakeholders, such as portfolio managers and investment analysts. Self-starter with a hands-on, roll-up-your-sleeves approach.What Distinguishes This RoleThis role combines high-level administrative oversight responsibilities with true hands-on execution. It is a leadership-by-example role requiring a broad range of activities in an environment where no task is beneath attention. The position provides direct exposure to and support of portfolio managers and the investment process, offering a unique vantage point within the firm.

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