Senior Administrative Assistant

Location Designation: Hybrid - 3 days per week 

 

This position involves a hybrid work schedule - working remotely: Monday & Friday / on-site: Tuesday, Wednesday, and Thursday.

 

As part of New York Life Direct, you'll join a team revolutionizing the life insurance experience for AARP members. We're the industry leader in direct-to-consumer life insurance, offering streamlined coverage directly to individuals, bypassing traditional agent models. Your work will directly impact lives by making life insurance accessible, affordable, and understandable for millions of Americans.

 

Role Overview: 

 

The Senior Administrative Assistant will primarily support the Vice President of Insurance Operations, providing a broad range of administrative support to enhance the efficiency and effectiveness of the VP’s office and department. Key responsibilities include maintaining the VP’s calendar, planning and organizing department events, coordinating travel, and preparing related expense reporting. This role also involves preparing various communications, including email, meeting agendas, presentations, and meeting minutes. The Senior Administrative Assistant will collaborate with other Senior Administrative Assistants to plan and coordinate company-wide events, such as the annual town hall, holiday party, and other corporate gatherings. Additionally, this role is responsible for tracking and reporting adherence to mandatory training and HR/company-required events, acting with the utmost discretion and confidentiality when handling sensitive executive information.

 

What You’ll Do: 

 

• Executive Calendar Management: Organize and maintain the VP’s schedule, coordinate meetings, and ensure optimal use of time.
• Event Planning & Organization: Assist with department and site-wide events, including coordinating logistics, catering, and supplies.
• Travel & Expense Coordination: Arrange travel and process related expenses for the VP using tools like Concur.
• Communication & Documentation: Prepare meeting agendas, presentations, and minutes for Insurance Operations department meetings; handle departmental communications and document key decisions.
• Budget Monitoring: Oversee budgets for travel, catering, office supplies, and conferences/training expenses.
• Project Coordination: Provide administrative support for department-specific projects and suggest improvements for administrative processes.
• Confidentiality & Discretion: Act with a high degree of confidentiality when handling sensitive information for the VP, maintaining trust and professionalism.
• Training & Compliance Tracking: Monitor and report on adherence to mandatory training and HR/company-required events, coordinating with HR as needed.
• Process Improvement: Proactively identify and develop process improvements within areas of responsibility to support the VP and the department.

 

What You’ll Bring:

 

• Experience: 3+ years of experience providing executive-level support, preferably in a corporate setting.
• Skills: Strong organizational, communication (both written and verbal), and interpersonal skills.
• Technical Proficiency: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).  Some familiarity of Gen AI tools, such as Co-pilot and ChatGPT.
• Team Collaboration: Ability to work effectively with others on company-wide initiatives and event planning.
• Confidentiality: Demonstrated ability to handle confidential information with discretion.
• Tracking & Reporting Skills: Experience in tracking compliance with training and other HR requirements.
• Independence: Ability to work effectively with minimal supervision, particularly in a hybrid work environment.

 

This role is ideal for a detail-oriented individual with a proactive approach, strong organizational skills, and a commitment to confidentiality. The Senior Administrative Assistant will play a crucial role in supporting the Vice President of Insurance Operations, ensur