Investment Office Coordinator, Executive Assistant

The New York Public Library

. Coordinate assembly and distribution of Investment Committee meeting materials .

Posted 9/30/2026full-timeNew York City • New York • United StatesMid-LevelSenior💰 $85,000 - $95,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong organizational and time-management skills, with expertise in coordinating travel logistics and managing complex schedules. Proficient in financial systems like Workday and Microsoft Office, with a focus on maintaining confidentiality and supporting executive-level communications.

Highest-signal resume keywords

5+ Years Administrative ExperienceTravel Logistics CoordinationExpense Reporting in WorkdayMicrosoft Office ProficiencyOrganizational Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Expense ReportingTravel CoordinationDocument ManagementBudget MonitoringRequisition CreationContract ProcessingOffice Supply ManagementMeeting CoordinationConfidential Document HandlingWorkflow Improvement

Soft Skills

Attention to DetailProactive ManagementProfessional DemeanorExcellent Communication SkillsTime Management

Tools & Technologies

WorkdayConcurMicrosoft OfficeDynamoGenerative AI

Industry Keywords

Investment CommitteeAdministrative SupportOperational ExperienceFast-Paced EnvironmentConfidentiality

Tech Stack

Tools & technologies

Assembly

About the role

Key responsibilities & impact

Coordinate assembly and distribution of Investment Committee meeting materials
Draft and distribute Investment Committee minutes, manage Legal signatures, and maintain meeting archives
Schedule and reserve meeting rooms for team and investment manager meetings
Manage AV, facilities, hospitality, and catering needs
Research and book comprehensive domestic and international travel itineraries and secure visas
Maintain travel spreadsheets and work with Concur/Lightning 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
Maintain filing structures across Dynamo and the shared drive for confidential investment documents
Greet external guests and provide hospitality
Assist with compliance documentation, subscription documents, and other projects directed by the Chief Investment Officer
Identify and implement workflow improvements for scheduling, document management, and office administration

Requirements

What you’ll need

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
No direct or indirect reports

Benefits

Comp & perks

Hybrid schedule: 3 days on-site, 2 days remote (subject to change)
35 hours per week, Monday-Friday, 9:00am-5:00pm
Non-Union position
Limited physical effort is required
No pre-placement physical required