Investment Office Coordinator/Executive Assistant

Job Description

Job Description

Description

Overview
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.

Expectations

A few examples of expectations for this person are that within:

1 month, this person will:

• Become familiar with the Investment Office's financial, scheduling, and file management systems, including Workday, Concur/Lightning, and Dynamo
• Begin managing recurring meeting logistics and travel bookings for the team

3 months, this person will:

• Independently manage the full travel and expense lifecycle, from research and booking through reconciliation
• Take ownership of meeting planning, materials assembly, and post-meeting documentation, including Investment Committee minutes
• Proactively manage office supplies, equipment tracking, and asset tagging

6 months and beyond, this person will:

• Assist with broader operational support, including sending notifications as part of annual audit confirmation processes
• Identify and implement workflow improvements for scheduling, document management, and office administration

Responsibilities

• Investment Committee meetings: Coordinate the assembly and distribution of meeting materials, draft and distribute minutes, manage signatures with Legal, and maintain meeting archives.
• General meeting coordination: Schedule and reserve meeting rooms for team activities and manager meetings, and manage associated AV, facilities, hospitality, and catering needs.
• Travel management: 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.
• Financial and budget administration: Create and reconcile requisitions, expense reports, and purchasing card transactions in Workday; monitor departmental budgets; request quotes; and process contracts through execution.
• Office operations: Order and maintain supplies, office equipment, and technology, coordinating with internal service teams as needed.
• Document management: Maintain the Investment Office's filing structure across Dynamo and the shared drive, handling confidential investment documents with discretion.
• Guest relations: Greet external guests, offer hospitality, and ensure a professional experience for visitors to the Investment Office.
• Ad hoc support: Assist with compliance documentation, subscription documents, and other projects as directed by the Chief Investment Officer.

Required Education, Experience & Skills

Required Education and Certifications

• College Degree

Required Experience

• 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)

Required Skills

• 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

Managerial/Supervisory Responsibilities

• None; this position has no direct or indirect reports

More...

Core Values
All team members are expected and encouraged to embody the NYPL Core Values:

• Be Helpful to patrons and colleagues
• Be Resourceful in solving problems 
• Be Curious in all aspects of your work
• Be Welcoming and Inclusive

Work Environment

• Office setting, with an on-site presence required for meeting management and daily office operations
• Hybrid schedule: 3 days on-site, 2 days remote (subject to change)

Physical Duties

• Limited physical effort is required

Pre-Placement Physical Required?

• No

Union/Non Union

• Non-Union

FLSA Status

• Non-Exempt

Schedule

• 35 hours per week, Monday-Friday, 9:00am-5:00pm
• Flexibility required around Investment Committee meetings, team travel, and urgent operational needs

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.

The New York Public Library Salary Statement

At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.

Union Salaries are determined by collective bargaining agreement(s).