Investment Office Coordinator/Executive Assistant

The New York Public Library•New York, NY

3d•$85,000 - $95,000•Hybrid

About The Position

The Investment Office is responsible for the Library's $2.0 billion endowment investment program. Though the Library receives substantial funding from the City of New York as an independent nonprofit entity, the endowment's spending provides crucial ongoing support for the Library's annual operating budget. The endowment portfolio is invested through external managers and is currently allocated across various asset classes and strategies, including domestic and international equities, marketable alternatives, private capital, real assets, and fixed income. Reporting to the Chief Investment Officer, the Investment Office Coordinator provides the administrative and operational foundation for a lean, flat investment team. The Coordinator owns Investment Committee and general meeting coordination, complex domestic and international travel logistics, expense and procurement processing, document management, and day-to-day office operations, and is often the first point of contact for external guests and investment managers visiting the office.

Requirements

College Degree
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, with the ability to manage complex and frequently changing calendars
Proficiency with Microsoft Office (Outlook, Word, Excel, 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 multiple competing priorities, and maintain a high level of attention to detail
Professional demeanor and excellent written and verbal communication skills for 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

Responsibilities

Coordinate the assembly and distribution of 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 manage associated AV, facilities, hospitality, and catering needs.
Research and book comprehensive domestic and international travel itineraries, secure visas, maintain travel spreadsheets, and work within the travel management portal (Concur/Lightning) and with 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 supplies, office equipment, and technology, coordinating with internal service teams as needed.
Maintain the Investment Office's filing structure across Dynamo and the shared drive, handling confidential investment documents with discretion.
Greet external guests, offer hospitality, and ensure 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.