Senior Administrative Assistant

Location Designation: Hybrid - 3 days per week 

 

When you join New York Life, you’re joining a company that values career development, collaboration, innovation, and inclusiveness. We want employees to feel proud about being part of a company that is committed to doing the right thing. You’ll have the opportunity to grow your career while developing personally and professionally through various resources and programs. New York Life is a relationship-based company and appreciates how both virtual and in-person interactions support our culture.

 

Business Unit Overview 

Join Life Insurance Solutions, the engine behind New York Life's diverse life insurance and employee benefits offerings. Collaborate with experts across various disciplines to develop, manage, and strategically evolve the company's insurance portfolio. Our work directly impacts individuals and families by ensuring they have financial security and peace of mind. 

 

**This role is located at the New York City Home Office at 51 Madison Avenue, New York, NY, and the position will follow a hybrid work schedule (3 days onsite / 2 days remote).**

 

Role Overview:

This Senior Administrative Assistant position will support two Vice Presidents within the Insurance Solutions department. This role requires excellent verbal and written communication skills, strong attention to detail, be flexible as priorities change, and be able to handle highly confidential information. The qualified candidate will have significant responsibility in acting on behalf of the executives, must be able to work independently, and interact and partner effectively with Senior Executives, their assistants, and employees at all levels of the organization. The Senior Administrative Assistant will work in a fast-paced environment supporting multiple team members when needed and handling various requests simultaneously. The ideal candidate will be proactive, engaging, organized and a team player.

 

What You’ll Do:

• Manage calendar and daily priorities for executives, including heavy calendar/meetings coordination, while proactively managing scheduling conflicts
• Handle all tasks in a timely, proactive and professional manner
• Manage travel arrangements, travel expense reporting, and invoice processing in a timely and accurate manner
• Handle phone and email inquiries and meeting requests 
• Plan and arrange meetings, conferences, and events (on-site, off-site, and virtual), with high attention to detail and follow-up
• Collect meeting topics/items and distribute agenda for regular team meetings
• Arrange large meetings and manage meeting set-up and logistics (room reservations, catering, IT, AV)
• Gather and ensure the availability of all meeting materials for executives
• Assist with new hire onboarding for the department (facilitating internal moves, coordinating technology, etc.)
• Create, review and/or revise documents, presentations and/or reports on behalf of executives
• Maintain supplies and handle other administrative duties for the department as assigned

 

What You’ll Bring:

• 5 years administrative experience assisting a senior level executive in a corporate environment
• Bachelor’s Degree preferred
• Detail oriented with strong follow-up and organizational skills
• Driven, self-starter who can anticipate and proactively address issues
• Ability to multi-task and set priorities; flexibility in a fast-paced environment
• High level of professionalism with strong interpersonal skills
• Demonstrates initiative, exercises good judgment and makes appropriate decisions
• Excellent written and verbal communication 
• Team-oriented and collaborative, with the ability to work independently
• Solid ability to problem-solve
• Ability to maintain confidentiali