Senior Executive Administrative Assistant

Location Designation: Hybrid - 3 days per week 

 

Our New York Life culture has laid the foundation for over 180 years of commitment to our employees, agents, policy owners, and the communities where we live and work. Here you become a valued part of a welcoming, inclusive, and caring organization with a long-standing legacy in stability and growth. The strength revolves around our diversified, multi-dimensional business portfolio that goes beyond life insurance.

 

As a Fortune 100 company and industry leader, we provide an environment where you can explore your career ambitions, offering opportunities to tackle meaningful challenges and stretch your skills while balancing work and life priorities.  You will be part of an inclusive team guided by our belief to always be there for each other–providing the support and flexibility to grow and reach new heights while making an impact in the lives of others.

 

You are our future, and we commit to investing in you accordingly.

The Senior Administrative Assistant will provide high-level support to one or more Executive Officers and their teams within the Technology Department. This role requires strong organizational skills, excellent communication abilities, adaptability to shifting priorities, and discretion in handling sensitive information. The ideal candidate thrives in a fast-paced environment, collaborates effectively with other administrative staff, and demonstrates a proactive, solution-oriented approach.

 

What You’ll Do:

Executive & Team Support

• Manage SVP calendar: balance and prioritize demands on time, handle last-minute changes, and resolve scheduling conflicts.
• Provide administrative support to the team, including attendance tracking, supply ordering, and coordinating meetings.
• Prepare and distribute meeting materials, presentations, agendas, and follow up on action items.
• Maintain and update organizational charts.
• Provide back-up support to other technology assistants.
• Assist HR and divisional managers with onboarding of new employees.

 

Event Coordination & Special Projects

• Plan and coordinate internal and external events, meetings, and conferences.
• Manage special projects and initiatives assigned by executives.

 

Expense & Information Management

• Process and reconcile travel and expense reports.
• Manage secure and sensitive information with discretion and professionalism.

 

Meeting Execution & Coordination

• Schedule rooms and ensure environment is appropriate for attendees.
• Prepare and distribute agendas and materials in advance.
• Coordinate input from multiple stakeholders.
• Support speaker and attendee preparation.
• Ensure A/V needs are met and technology functions smoothly.
• Capture meeting notes and follow-ups, leveraging AI tools for efficiency.

 

What You’ll Bring:

Administrative Skills

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking abilities.
• Attention to detail and problem-solving skills.
• Ability to work independently with minimal supervision.
• Excellent verbal and written communication skills.
• Professional demeanor and ability to maintain confidentiality.

Key Competencies

• Interpersonal Skills: Build and maintain strong working relationships with stakeholders at all levels.
• Time Management: Prioritize tasks effectively to meet deadlines.
• Flexibility: Adapt quickly to changing priorities and unforeseen challenges.
• Initiative: Proactively seek opportunities to support executives and improve processes.
• Sense of Urgency: Demonstrates awareness of business-critical priorities.

 

Qualifications