Job Description

Founded in 1988, Hirtle Callaghan has been serving families and nonprofit organizations as their trusted investment office for over 35 years.

Our mission is to strengthen the families and institutions who positively impact the world by protecting and growing their investment assets. Our clients inspire us with their trust, and we know if we do our jobs well, it will mean more scholarships, more programs, more innovation, and more progress.

Hirtle Callaghan pioneered the model of the outsourced Chief Investment Officer (OCIO.) Our structure replicates that of the world’s most successful institutions, which have their own internal investment offices led by a highly qualified Chief Investment Officer. We deliver the same powerful advantages to families and nonprofits who choose to outsource rather than hire and manage investment staff in-house.

As an OCIO, we take an approach that is highly personalized, building customized investment portfolios to meet our clients’ unique goals. In choosing us as an investment partner, our clients gain access to a fully resourced investment office with sophisticated investment capability, purchasing power, access to skilled managers and full transparency.

On our Client Engagement Team, this role supports client service, prospect development, and business operations, based in our Houston office. As a Client Engagement Specialist, your responsibilities include:

• Conducting prospect research and preparing materials ahead of meetings.

• Scheduling regular check-in meetings with prospects and Centers of Influence (COIs) and tracking interactions in Salesforce.

• Entering meeting notes and updates into Salesforce and regularly auditing data for accuracy, ensuring clients and prospects receive appropriate marketing content.

• Following up with prospects after content campaigns or webcasts to secure meetings.

• Drafting communication such as follow-up emails and client materials.

• Providing client service support by assisting with onboarding and administrative tasks for new client relationships, sending quarterly tax reports to family client CPAs, and ensuring seamless client experiences through proactive communication and operational support.

• Completing administrative support items, including expense reports.

• Conducting regular reviews of client documentation to maintain up-to-date records and reduce operational risk.

• Reviewing client billing and auditing fees for accuracy.

• Providing logistical support for regional client and prospect events, including planning, liaising with venues, managing event registration, and occasional travel (2–4 times per year).

• Printing, binding, shipping and generally managing inventories of marketing collateral.

• Managing project timelines, deliverables, and stakeholder communications to ensure deadlines are met and resources are effectively coordinated.

Competencies for success:

Required

• Minimum of five years of administrative or professional support experience, ideally in a client-facing environment.

• Strong understanding of sales principles and client service practices

• Proficient with Microsoft Office Suite (Word, PowerPoint, Excel)

• Ability to learn and adapt to new systems and tools quickly

• Excellent written and verbal communication skills

• Client-first mindset with a proactive approach to solving problems

• Ability to handle confidential information with discretion

• Comfortable working with team members across time zones

• Strong attention to detail and process discipline

• Excellent organizational, time management, and prioritization skills

• Collaborative spirit and ability to work independently in a remote or regional setting

Preferred

• Experience with CRM and internal technology platforms (e.g., Salesforce, eMoney, Vanilla)

• Experience in financial services, wealth management, or nonprofit management

• Experience coordinating travel

• Experience in event planning or hospitality

• Experience with investment reporting or financial statement analysis

At Hirtle, Callaghan & Co., we don’t just accept difference – we celebrate it, we support it, and we thrive on it for the benefit of our clients and our employees. Hirtle, Callaghan & Co. is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability status, gender identity or orientation, Veteran Status, or any other characteristic protected by federal, state or local laws. If you have a disability or special need that requires accommodation, please let us know.

No agencies please.

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