Executive Assistant & Office Operations Coordinator

Fidelity & Guaranty Life Business Services; New York (NY); Ibrido; USD 56.000 - 73.000; Tempo pieno

Vantaggi offerti da questo lavoro

Medical insurance

Dental insurance

Vision insurance

401(k) plan with company match

Short-term & long-term disability

Basic life insurance

Holidays

Personal days

Wellness incentives

Tuition reimbursement

Descrizione del lavoro

Fidelity & Guaranty Life Business Services seeks an Executive Administrative Assistant & Office Operations Coordinator to partner with executive leadership, managing calendars, email, travel, and daily office operations in NY. This in-office role Monday-Thursday 8:30–5:00 with a 30-minute lunch, and remote work on Fridays when in person isn’t required.

You will coordinate meetings, prepare agendas and materials, support SLT communications, ensure discretion with sensitive information, and liaise

Competenze

• 5+ years executive admin support experience.
• Experience supporting multiple leaders/teams.
• Experience with calendar, meetings, travel coordination.
• Proven discretion and confidentiality.

Mansioni

• Manage and organize the Executive's daily and weekly activities, including calendar and email inbox management.
• Coordinate travel arrangements and itineraries, both domestic and international, and reconcile expenses.
• Oversee and maintain administrative processes, meetings, travel, and expense management.
• Attend meetings to capture notes, summarize outcomes, and track action items.
• Support office operations, greet employees and visitors, coordinate space usage and vendor requests.

Conoscenze

Executive support

Calendar management

Email management

Travel coordination

Discretion

Stakeholder communication

Problem solving

Formazione

High School Diploma or GED

Strumenti

Outlook

Word

PowerPoint

Excel

Teams

Descrizione del lavoro

Job Summary

The Executive Administrative Assistant & Office Operations Coordinator position serves as a trusted partner to executive leadership, providing high-level administrative support to ensure priorities, schedules, and activities are managed effectively. This role proactively anticipates the needs of the Executive and their Senior Leadership Team (SLT), managing calendars, communications, and daily operations with a high degree of professionalism and discretion. This role also oversees daily operations of the NY office. This position reports to the Manager, Executive Administrative Assistant within Workplace Services. This role requires an in-office schedule Monday-Thursday, 8:30 AM-5:00 PM with a 30 min mandatory unpaid lunch break, and remote work permitted on Friday, unless needed in person.

Duties & Responsibilities

• Executive Support & Prioritization: Manage and organize the Executive's daily and weekly activities, including calendar and email inbox management. Prioritize tasks, communications, and follow-ups to ensure alignment with business needs. Anticipate executive needs and proactively adjust priorities to address changing demands. Manage sensitive and confidential information with a high level of professionalism and discretion. Exercise sound judgment in handling communications, materials, and executive interactions.
• Administrative Operations & Coordination: Oversee and maintain administrative processes, including meetings, travel arrangements, and expense management. Prepare, process, and reconcile travel and business expenses in accordance with company policy. Coordinate travel arrangements and itineraries, both domestic and international. Coordinate logistics for meetings, events, and executive activities, ensuring alignment with schedules and priorities. Ensure activities are executed efficiently and in alignment with company policies and procedures. Identify opportunities to improve administrative processes and recommend solutions.
• Office Operations & Employee Experience: Support daily office operations, including coordination of meetings, space usage, and on-site needs. Greet and assist employees, visitors, and external partners, ensuring a professional and welcoming environment. Coordinate office services, including submitting and tracking building work orders and vendor requests. Maintain office, kitchen, and hospitality inventory; ensure spaces are stocked and organized. Partner with IT to support office technology, AV equipment, and connectivity needs. Manage incoming and outgoing mail and deliveries (e.g., FedEx, USPS). Support team culture and employee experience initiatives (e.g., team events, recognition moments). Maintain awareness of and help promote office safety, emergency, and security protocols.
• Meeting & Event Management: Coordinate meeting logistics, including scheduling, materials, and preparation. Ensure executives are prepared for meetings by organizing agendas, reports, and presentations. Attend meetings as needed to capture notes, summarize key outcomes, and track action items. Plan and support offsite meetings, events, and visits, including facility and external guest coordination.
• Stakeholder Coordination & Communication: Serve as a liaison between executive leadership and internal/external stakeholders. Communicate professionally and effectively, representing the executive office in a consistent and organized manner. Maintain team distribution lists and internal contact resources. Collaborate with other Executive Administrative Assistants and cross-functional partners to support team coordination and initiatives.
• Supervisory Responsibilities: This role does not have formal people leadership responsibilities but may provide guidance, mentorship, or subject matter expertise to others.

Knowledge, Skills & Abilities

• Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, and Excel) and virtual meeting platforms (Teams)
• Strong organizational and time management skills with attention to detail
• Ability to manage multiple priorities and competing deadlines
• Ability to manage complex scheduling and calendar coordination
• Strong interpersonal and communication skills, both written and verbal
• High level of professionalism, discretion, and confidentiality
• Experience with expense management and travel coordination
• Proactive approach with the ability to anticipate needs and solve problems
• Ability to collaborate effectively across teams and functions
• Flexibility to support business needs, including occasional work outside standard business hours

Minimum Qualifications

• High School Diploma or GED
• 5+ years of experience providing executive-level administrative support
• 3+ years experience supporting multiple leaders and/or teams
• Experience supporting senior leaders in a corporate environment
• Experience coordinating meetings, events, or cross-functional activities
• Experience with project coordination or event planning

License/Certification

First Aid, CPR, and AED Certification. Training can be provided.

Other Requirements

• This position primarily involves sedentary work, requiring long periods of sitting, regular use of a computer, and occasional standing or walking, with reasonable accommodations available.
• Perform other functions, duties and projects as assigned.
• Regular and punctual attendance.
• Ability to travel up to: 10% of the time.

Additional Information

The targeted hourly rate range for this role is $40.87-52.89. Actual hourly rate may be above or below this range based on factors such as location, skills, relevant experience, operational needs, internal parity and other considerations permitted by law. Certain roles are eligible for additional compensation such as annual bonus. These awards are allocated based on individual and company performance.

In addition to competitive pay, we offer our full-time employees the following benefits:

• medical
• dental
• vision
• a 401(k) plan and company match
• short-term and long-term disability coverage
• basic life insurance
• holidays
• personal days
• wellness incentives
• tuition reimbursement among others

To find out additional details about our competitive benefits package, visit our benefits page on our website: https://www.fglife.com/about/careers.html

Work Environments

F&G believes in an employee-centric flexible environment, which is why we offer the ability for in-office, hybrid and remote work arrangements. During the hiring process, you'll work with your leader to decide what works best for your role. F&G complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities, unless such accommodation would cause an undue hardship for F&G. If reasonable accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Join our employee-centric hybrid work environment

F&G Careers

About F&G

Since 1959, Fidelity & Guaranty Life Insurance Company (F&G) has offered annuity and life insurance products to those who are seeking security in retirement and protection during life's unexpected events. As a national Top Workplace1, an Iowa Top Workplace2 and a proud equal opportunity employer, F&G team members are empowered, collaborative, dynamic and authentic. We believe that by embracing these values, we will continue to build and strengthen the company while continuing to be a great place to work. 1Top Workplaces USA 2022 - 2023 2Des Moines Register Top Workplaces 2018 - 2022 Notice for all Applicants who are California residents under the California Privacy Rights Act. Please click here to review the policy.