Investment Office Coordinator/Executive Assistant

Job 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.