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About the Role
The Investment Office Coordinator provides administrative and operational support for a lean investment team, managing meeting coordination, travel logistics, expense processing, and daily office operations. This role is the first point of contact for external guests and investment managers.
Responsibilities
- Coordinate the assembly and distribution of 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, managing 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 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.
- 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.
- Assist with compliance documentation, subscription documents, and other projects as directed by the Chief Investment Officer.
Requirements
- 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).
- Ability to act proactively, manage multiple competing priorities, and maintain a high level of attention to detail.
- Ability to maintain strict confidentiality and handle sensitive financial and investment documents with discretion.
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.
- Professional demeanor and excellent written and verbal communication skills for interacting with senior staff, Board and Investment Committee members, investment managers, and external guests.
Location
- 270 Madison Avenue
Work Type
- Full Time
- Hybrid schedule: 3 days on-site, 2 days remote
Experience Level
- 5+ years of administrative or operational experience
Education Level
- College Degree
Salary/Compensations
- $85,000 - $95,000 / year
About the Company
- The Investment Office is responsible for the Library's $2.0 billion endowment investment program.
- 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.
- 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.
Equal Opportunity
- 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.