Administrative Associate

Veterans Sourcing Group, LLC; New York (NY); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

New York Life seeks an Administrative Associate to provide operational and administrative support for the internal Creative Studio within Corporate Communications in New York. The role focuses on creating a welcoming, organized environment for employees, clients, freelancers, vendors, and guests visiting the studio, while supporting day-to-day operations.

The position requires strong Microsoft 365 skills, attention to detail, and the ability to manage multiple priorities in a fast-paced setting.

Qualifications

• Experience delivering administrative support in a corporate or professional setting.
• Proficiency with Microsoft 365 applications (Outlook, Teams, Word, Excel, PowerPoint).
• Ability to learn internal systems such as MediaPulse quickly.
• Strong written and verbal communication and organization.
• Professional, dependable, and able to manage multiple priorities.

Responsibilities

• Be the first point of contact for employees, clients, freelancers, vendors, and guests.
• Provide main coverage for the studio phone line and visitor access.
• Maintain clean, organized studio spaces and common areas.
• Coordinate supplies, catering, maintenance requests, and operational needs.
• Support leadership with calendar, travel, expenses, and document prep.
• Process purchasing requests and track orders to completion.
• Receive deliveries and coordinate courier services.
• Assist with data entry in MediaPulse and other systems.
• Proofread/format documents and presentations as needed.
• Support team initiatives, meetings, and special projects.

Skills

Administrative experience

MS 365 proficiency

Organizational skills

Communication skills

Customer service

Attention to detail

Independent & collaborative

Professional reliability

Learning new technologies

Education

High School diploma or GED

Associate's or Bachelor's degree preferred

Tools

MediaPulse

Job description

Location: 51 Madison Avenue, New York, NY 10010 (Hybrid Role 3 days work on-site)

Job Description:

• The Multimedia & Design team is seeking an Administrative Associate to provide operational and administrative support for our internal creative studio within New York Life's Corporate Communications Department.
• This position plays an important role in creating a welcoming, organized, and responsive environment for employees, clients, freelancers, vendors, and guests visiting the studio, while supporting the team's day-to-day operations.

Principal Duties and Responsibilities

• Serve as the first point of contact for employees, clients, freelancers, vendors, and guests, providing a welcoming and professional experience while supporting the day-to-day operations of the studio
• Provide primary coverage for the main studio phone line and visitor access, including greeting guests and assisting with entry into the studio
• Maintain the appearance, organization, and readiness of the studio's shared spaces, including conference rooms, reception, pantry, and common areas
• Coordinate office and studio supplies, catering, maintenance requests, and other operational needs to ensure the studio is ready for daily operations, meetings, and client visits
• Provide administrative support to Multimedia & Design leadership, including calendar coordination, travel arrangements, expense reports, document preparation, meeting scheduling, and other administrative support as needed
• Coordinate purchasing requests, monitor orders and deliveries, communicate status updates, and follow through until requests are completed
• Receive and coordinate incoming and outgoing deliveries, including UPS, FedEx, and messenger services
• Support operational workflows through data entry and administrative support in MediaPulse and other internal business systems
• Assist with proofreading, formatting, and preparation of documents and presentations as needed
• Support Operations & Administration initiatives, special projects, team meetings, catered lunches, and other administrative assignments as needed

Qualifications

• Administrative experience in a corporate or professional office environment
• High School diploma or GED required; Associate's or Bachelor's degree preferred
• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and Copilot
• Comfortable learning new technologies and internal business systems, including MediaPulse
• Excellent organizational, written, and verbal communication skills
• Strong customer service and interpersonal skills
• Strong attention to detail with the ability to manage multiple priorities
• Ability to work independently and collaboratively in a fast-paced environment
• Professional, dependable, and committed to following through on assignments

Preferred Qualifications

• Experience working in corporate communications, creative, multimedia, or production environment
• Experience using MediaPulse
• This position provides in-person operational support for the Multimedia & Design studio and requires a regular on-site presence during the team's scheduled in-office workdays.