Law Department Executive Assistant

The Guardian Life Insurance Company of America; New York (NY); Hybrid; USD 82,000 - 122,000; Full time

Benefits offered by this job

Annual incentive program

Comprehensive benefits

Job summary

The Guardian Life Insurance Company of America is seeking an Executive Assistant to support several Executive Leaders in the Law Department. The role requires meticulous attention to detail, excellent interpersonal skills, and a proactive approach to managing diverse executive needs with confidentiality.

Key responsibilities include coordinating travel, managing calendars, preparing reports and presentations, and assisting with special projects.

Qualifications

• Bachelor’s degree in business administration, related field, or relevant experiences.
• 5+ years of experience as an Executive Assistant, preferably supporting senior executives.
• Organizationally savvy, with keen ability to read sensitive situations and respond effectively.
• Excellent communication skills, both written and verbal.
• Experience in project management and event coordination.

Responsibilities

• Provide proactive executive administrative support, ensuring excellent service and professionalism with every interaction.
• Coordinate all travel arrangements and process reimbursable expenses in a timely manner.
• Proactively manage calendar, schedule meetings, arrange meeting logistics and resolve calendar conflicts.
• Prepare correspondence, reports, presentations, and other materials, ensuring deadlines are met.
• Assist with other special projects, as needed – growth mindset.

Skills

Microsoft Office

Calendar management

Travel coordination

Interpersonal skills

Discretion & confidentiality

Event coordination

Problem solving

Education

Bachelor's degree in business administration or related field

Tools

Video conferencing AV setup

Job description

Executive Assistant – Law Department

The Executive Assistant will support several Executive Leaders in the Law Department, as well as get involved in project work as appropriate. The role requires attention to details, excellent interpersonal skills, strong work ethic, and the ability to proactively anticipate and manage a variety of executive needs. The Executive Assistant will exercise considerable discretion in judgment, confidentiality, and will possess the organizational skills to support the varied tasks and deadlines that are required daily. The successful candidate will have the opportunity to work closely with senior leadership and play a key role in the success of the organization.

Key Responsibilities

• You will Provide proactive level of executive administrative support, ensuring excellent service and professionalism with every interaction.
• Demonstrate ability to problem solve and bring forward recommended solutions.
• Consistently demonstrate excellent judgment, and integrity, exhibiting a high level of confidentiality, discretion and diplomacy when dealing with sensitive correspondence, issues, and information.
• Coordinate all travel arrangements (flights, car service, hotel reservations, etc.) and process reimbursable expenses in a timely manner.
• Proactively manage calendar, schedule meetings, arrange meeting logistics and resolve calendar conflicts.
• Interact with executives and assistants internally and externally, responding to requests with an appropriate sense of urgency.
• Prioritize and manage your own workflow to ensure quality and efficiency to meet deadlines and be flexible in adjusting to changing work priorities.
• Proactively address, or resolve issues, within own area of accountability and keep leadership informed of any matters requiring their attention.
• Collaborate with sourcing team and other necessary parties to initiate purchase orders (PO) and manage vendor payments effectively.
• Prepare correspondence, reports, presentations, and other materials, ensuring deadlines are met.
• Assist with other special projects, perform additional assignments, as needed – growth mindset.
• As needed, and at the direction of the Chief Legal Officer’s Executive Assistant, provide backup support to the Chief Legal Officer.

Qualifications

• You have Bachelor’s degree in business administration, related field, or relevant experiences.
• 5+ years of experience as an Executive Assistant, preferably supporting senior executives.
• Organizationally savvy, with keen ability to read sensitive situations and respond effectively.
• Strong knowledge of all audio visual set up (i.e., video conferencing) and ability to successfully collaborate with AV team as dictated by meeting requirements.
• Excellent communication skills, both written and verbal.
• Strong organizational skills and attention to detail.
• Ability to multitask and manage competing priorities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience in project management and event coordination.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work independently and as part of a team.
• Flexibility to work outside of regular business hours when needed.

Location & Travel

Hybrid role – 3 days in office, 2 days WFH.

Preferred locations – Hudson Yards, New York.

Salary

Salary Range: $81,580.00 - $122,365.00

Benefits

• In addition to salary, this role may also be eligible for annual, sales, or other incentive compensation.
• Benefits apply to full-time eligible employees. Interns are not eligible for most Company benefits.
• Explore our company benefits at www.guardianlife.com/careers/corporate/benefits.

Equal Opportunity & Diversity

Equal Employment Opportunity Guardian is an equal opportunity employer. All qualified applicants will be considered for employment without regard to age, race, color, creed, religion, sex, affectional or sexual orientation, national origin, ancestry, marital status, disability, military or veteran status, or any other classification protected by applicable law.

Accommodations Guardian is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.

Guardian also provides reasonable accommodations to qualified job applicants (and employees) to accommodate the individual's known limitations related to pregnancy, childbirth, or related medical conditions, unless doing so would create an undue hardship.

Visa Sponsorship

Guardian Life is not currently or in the foreseeable future sponsoring employment-based visas (e.g., such as an H-1B). In order to be a successful applicant, you must be legally authorized to work in the United States, without the need for employer sponsorship/support now or at any time in the future.

Artificial Intelligence in Recruitment

As part of Guardian’s job application process, Guardian may use artificial intelligence tools (“AI Tools") to automate the sorting and filtering of information provided by applicants as part of its preliminary screening. This preliminary screening may be used to help identify applicant materials and resumes relative to their indication that the applicant meets the requirements for the specific job for which they are applying, as specified in the listing posted on Guardian’s jobs website (Careers at Guardian at https://www.guardianlife.com/careers). At Guardian, we do not use AI Tools to substantially assist or replace human judgment or discretionary decision making in our hiring process. All hiring decisions will be made by Guardian colleagues. Please be aware that if you apply for a specific position with Guardian, you will have the choice of opting out of Guardian’s use of AI Tools during the job application process. Guardian will retain your applicant materials and resume and all information therefrom in accordance with Guardian’s document retention policy, a copy of which you may request via [e-mail]. Additionally, at applicable times, Guardian will make public the most recent bias audit results for such AI tools, which may be found here.

Accommodation Requests

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 contact [e-mail]. Please note: this resource is for accommodation requests only.