Executive Assistant

Voya Retirement Insurance and Annuity Company; Minneapolis (MN); On-site; USD 60,000 - 90,000; Full time

Job summary

Voya Retirement Insurance and Annuity Company is seeking an Executive Assistant to provide high-level support to senior leaders. You will manage complex calendars, coordinate meetings and events, handle travel arrangements, and prepare executive-level correspondence and reports.

Ideal candidate brings 4+ years of executive admin experience, strong communication skills, and discretion. The role involves internal collaboration, onboarding logistics, budgeting support, and vendor liaison within a

Qualifications

• High school diploma or equivalent. BA preferred.
• Minimum 4 years’ experience as an Executive Admin supporting multiple leaders.
• Advanced knowledge of PC software packages such as word processing, spreadsheets, graphics, etc. Knowledge of SharePoint and SurveyMonkey a plus.
• Experience with Workday is highly preferred.
• Ability to anticipate needs across multiple levels of support as well as reprioritization based on business needs
• Ability to handle multiple priorities simultaneously.
• Strong verbal and written communication skills
• Ability to exercise considerable discretion.
• Ability to analyze complex information requests.
• Team player

Responsibilities

• Provide executive support to multiple senior leaders, managing calendars and priorities.
• Coordinate executive schedules with stakeholders and priorities.
• Plan and execute meetings, offsites, board interactions, and events.
• Manage complex travel arrangements and contingencies.
• Prepare and process executive expense reports.
• Liaise with vendors and manage invoices and contracts.
• Reconcile P-Card transactions for compliance.
• Create presentations and reports for leadership.
• Act as primary contact for executive offices and handle confidential info.
• Coordinate onboarding and budgeting support.
• Build relationships across the organization.

Job description

Together we fight for everyone’s opportunity for a better financial future.

We will do this together - with customers, partners and colleagues. We will fight for others, not against: We will stand up for and champion everyone’s access to opportunities. The status quo is not good enough … we believe every individual and every community deserves access to financial opportunities. We are determined to support both individuals and communities in reaching a better financial future. We know that reaching this future depends on our actions today.

Like our Purpose Statement, Voya believes in being bold and committed to action. We are committed to a work environment where the differences that we are born with - and those we acquire throughout our lives - are understood, valued and intentionally pursued. We believe that our employees own our culture and have a responsibility to foster an environment where we all feel comfortable bringing our whole selves to work. Purposefully bringing our differences together to positively influence our culture, serve our clients and enrich our communities is essential to our vision.

Are you ready to join a company with a strong purpose and a winning culture?

Get to Know the Opportunity:

An Executive Assistant will provide executive level support to senior leaders and take the lead on special projects.

The Contributions You'll Make:

• Provide comprehensive executive support to multiple senior leaders, serving as a trusted partner responsible for managing highly complex calendars, competing priorities, and critical business commitments across a fast-paced enterprise environment.
• Strategically coordinate and optimize executive schedules, balancing internal and external stakeholder demands while ensuring alignment with organizational priorities, governance requirements, and key business objectives.
• Lead planning and execution of executive meetings, leadership offsites, board-related interactions, and high-profile business events, including venue logistics, technology requirements, catering, materials preparation, and seamless end-to-end coordination.
• Manage complex travel arrangements, including multi-city itineraries, contingency planning, executive briefings, and real-time adjustments to accommodate changing business needs.
• Prepare, review, and process executive expense reports in compliance with corporate policies and public company financial controls, ensuring accuracy, timeliness, and appropriate documentation.
• Serve as a key liaison with external vendors, consultants, and service providers; manage invoice processing, vendor relationships, contract-related coordination, and payment activities while maintaining fiscal accountability.
• Perform detailed reconciliation of corporate purchasing card (P-Card) transactions and financial records to ensure accurate reporting, compliance, and audit readiness.
• Develop, edit, and produce executive-level correspondence, presentations, reports, communications, and business documents requiring exceptional attention to detail, confidentiality, and professionalism.
• Create high-impact presentations, dashboards, reports, and analyses utilizing Microsoft Office applications, Salesforce, and other enterprise systems to support decision-making and leadership communications.
• Act as a primary point of contact for executive offices, exercising sound judgment when handling confidential information, screening communications, prioritizing requests, and facilitating timely responses to internal and external stakeholders.
• Coordinate procurement and management of departmental resources, ensuring operational efficiency and uninterrupted business support.
• Lead onboarding logistics and executive integration activities for new hires, including workspace preparation, technology coordination, orientation scheduling, and stakeholder engagement.
• Assist in the planning, tracking, and administration of departmental budgets, monitoring expenditures and supporting financial forecasting, reporting, and resource allocation activities.
• Build and maintain strong relationships across the organization, partnering with leaders, business groups, and external stakeholders to facilitate collaboration, communication, and successful execution of strategic initiatives.
• Anticipate business needs, proactively identify and resolve administrative and operational challenges, and continuously improve processes to enhance executive effectiveness and organizational efficiency.
• Perform additional duties and special projects as assigned in support of executive leadership priorities and evolving business objectives.

Minimum Knowledge & Experience:

• High school diploma or equivalent. BA preferred.
• Minimum 4 years’ experience as an Executive Admin supporting multiple leaders.
• Advanced knowledge of PC software packages such as word processing, spreadsheets, graphics, etc. Knowledge of SharePoint and SurveyMonkey a plus.
• Experience with Workday is highly preferred.
• Ability to anticipate needs across multiple levels of support as well as reprioritization based on business needs
• Ability to handle multiple priorities simultaneously.
• Strong verbal and written communication skills
• Ability to exercise considerable discretion.
• Ability to analyze complex information requests.
• Team player

Compensation Pay Disclosure:

Voya is committed to pay that’s fair and equitable, which means comparable pay for comparable roles and responsibilities.

The below annual base salary range reflects the expected hiring range(s) for this position in the location(s) listed. In addition to base salary, Voya offers incentive opportunities (i.e., annual cash incentives, sales incentives, and/or long-term incentives) based on the role to reward the achievement of annual performance objectives. Please note that this salary information is solely for candidates hired to perform work within one of these locations, and refers to the amount Voya Financial is willing to pay at the time of this posting.

Actual compensation offered may vary from the posted salary range based upon the candidate’s geographic location, work experience, education, licensure requirements and/or skill level and will be finalized at the time of offer. Salaries for part-time roles will be prorated based upon the agreed upon number of hours to be regularly worked.

$60,000 - $90,000 USD

Be Well. Stay Well.

Voya provides the resources that can make a difference in your lives. To us, this means thriving physically, financially, socially and emotionally. Voya benefits are designed to help you do just that. That’s why we offer an array of plans, programs, tools and resources with one goal in mind: To help you and your family be well and stay well.

What We Offer

• Health, dental, vision and life insurance plans
• 401(k) Savings plan - with generous company matching contributions (up to 6%)
• Voya Retirement Plan - employer paid cash balance retirement plan (4%)
• Tuition reimbursement up to $5,250/year
• Paid time off - including 20 days paid time off, nine paid company holidays and a flexible Diversity Celebration Day.
• Paid volunteer time - 40 hours per calendar year

Learn more about Voya benefits (download PDF)

Critical Skills

At Voya, we have identified the following critical skills which are key to success in our culture:

• Customer Focused : Passionate drive to delight our customers and offer unique solutions that deliver on their expectations.
• Critical Thinking : Thoughtful process of analyzing data and problem solving data to reach a well-reasoned solution.
• Team Mentality : Partnering effectively to drive our culture and execute on our common goals.
• Business Acumen : Appreciation and understanding of the financial services industry in order to make sound business decisions.
• Learning Agility : Openness to new ways of thinking and acquiring new skills to retain a competitive advantage.

Learn more about Critical Skills

Equal Employment Opportunity

Voya Financial is an equal-opportunity employer. Voya Financial provides equal opportunity to qualified individuals regardless of race, color, sex, national origin, citizenship status, religion, age, disability, veteran status, creed, marital status, sexual orientation, gender identity, genetic information, or any other status protected by state or local law.

Reasonable Accommodations

Voya is committed to the inclusion of all qualified individuals. As part of this commitment, Voya will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please reference resources for applicants with disabilities .