Investment Office Coordinator/Executive Assistant

The New York Public Library•New York, NY

40d•$85,000 - $95,000•Hybrid

About The Position

The Investment Office manages the Library’s $2.0 billion endowment investment program. The endowment’s spending provides important ongoing support for the Library’s annual operating budget. The portfolio is invested through external managers across domestic and international equities, marketable alternatives, private capital, real assets, and fixed income. Reporting to the Chief Investment Officer, the Investment Office Coordinator provides administrative and operational support for a lean investment team. The role coordinates Investment Committee and other meetings; manages domestic and international travel, expenses, procurement, documents, and day-to-day office operations; and serves as a first point of contact for external guests and investment managers. The position is based in an office setting, with a hybrid schedule of three days on-site and two days remote, subject to change. The schedule is 35 hours per week, Monday through Friday, 9:00 a.m. to 5:00 p.m., with flexibility required around Investment Committee meetings, team travel, and urgent operational needs.

Requirements

College degree.
At least 5 years of administrative or operational experience, preferably in a fast-paced professional environment.
Experience coordinating domestic and international travel logistics.
Experience with expense reporting and financial systems; Workday preferred.
Superior organizational and time-management skills, including the ability to manage complex and frequently changing calendars.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, and comfort learning new systems and applications.
Working knowledge of generative AI and office technologies, and an interest in applying them to scheduling and administrative workflows.
Ability to act proactively, manage competing priorities, and maintain strong attention to detail.
Professional demeanor and excellent written and verbal communication skills when interacting with senior staff, Board and Investment Committee members, investment managers, and external guests.
Ability to maintain strict confidentiality and handle sensitive financial and investment documents with discretion.

Nice To Haves

Workday experience is preferred.

Responsibilities

Coordinate Investment Committee meeting materials, draft and distribute minutes, manage signatures with Legal, and maintain meeting archives.
Schedule and reserve meeting rooms for team activities and manager meetings, and coordinate associated AV, facilities, hospitality, and catering needs.
Research and book domestic and international travel itineraries, secure visas, maintain travel spreadsheets, and work with the travel management portal and internal purchasing and procurement teams.
Create and reconcile requisitions, expense reports, and purchasing card transactions in Workday; monitor departmental budgets; request quotes; and process contracts through execution.
Order and maintain office supplies, equipment, and technology, coordinating with internal service teams as needed.
Maintain the Investment Office filing structure across Dynamo and the shared drive, handling confidential investment documents with discretion.
Greet external guests, offer hospitality, and provide a professional experience for visitors to the Investment Office.
Assist with compliance documentation, subscription documents, and other projects as directed by the Chief Investment Officer.
Learn and use the Investment Office’s financial, scheduling, and file-management systems, including Workday, Concur/Lightning, and Dynamo.
Identify and implement workflow improvements for scheduling, document management, and office administration.
Assist with broader operational support, including sending notifications as part of annual audit confirmation processes.
Manage office supplies, equipment tracking, and asset tagging.