Senior Administrative Assistant

New York Life Insurance Company; New York (NY); Hybrid; USD 52,000 - 90,000; Full time

Job summary

Join a forward-thinking company as an Administrative Assistant, where you will play a crucial role in supporting senior executives. This hybrid position allows you to work both in-office and remotely, providing flexibility while ensuring efficient management of busy calendars and travel logistics. You will be part of a collaborative team, enhancing communication and organizational effectiveness. With a commitment to diversity and inclusion, this established industry player offers a comprehensive benefits package and opportunities for professional growth. If you thrive in a dynamic environment and are ready to make a difference, this role is for you.

Benefits

Comprehensive Benefits Package

Leave Programs

Adoption Assistance

Student Loan Repayment Programs

Qualifications

• 10+ years of administrative experience supporting senior executives.
• Detail-oriented with strong organizational skills.
• Proficient in Microsoft Office Suite.

Responsibilities

• Manage multiple executives' calendars and coordinate meetings.
• Handle travel arrangements and reconcile expenses.
• Onboard new hires and manage ad hoc projects.

Skills

Administrative Support

Organizational Skills

Communication Skills

Microsoft Word

Microsoft PowerPoint

Microsoft Outlook

Problem-Solving Skills

Confidentiality

Education

Bachelor's Degree

Job description

Location Designation:

Hybrid - 3 days per week

This position is hybrid - Tuesday - Thursday in the New York Office and Monday and Friday work from home.

General Profile:

1. Effectively maintain and manage all aspects of multiple Vice President's business calendars, including proactive scheduling, prioritizing stakeholders, and identifying meeting synergies.
2. Coordinate and schedule meetings, arrange meals, handle travel bookings, and organize conference calls/video conferences.
3. Support direct reports with organizational needs and guidance.
4. Manage calls, assist callers, take messages, and handle written correspondence as needed.
5. Monitor and respond to the VP's email communications.
6. Order supplies for the VP and department as required.
7. Arrange travel and process related expenses and reimbursements.
8. Reconcile Procurement Card statements monthly.
9. Coordinate logistics for divisional meetings, including IT, room setup, and catering.
10. Ensure VP has all necessary materials for meetings in advance.
11. Coordinate agendas for weekly staff meetings with direct reports.
12. Build and maintain strong relationships with other Administrative Assistants; provide backup support when necessary.
13. Assist with onboarding new hires, ensuring access to necessary tools and resources.
14. Handle ad hoc projects as assigned.

Required Qualifications:

• Minimum of 10 years of administrative experience supporting senior executives in a corporate setting.
• Bachelor's Degree preferred.
• Strong attention to detail, organization, and follow-up skills.
• Motivated self-starter with proactive problem-solving abilities.
• Proficiency in Microsoft Word, PowerPoint, and Outlook.
• Ability to multitask, prioritize, and adapt in a fast-paced environment.
• Professional demeanor with excellent communication skills.
• Collaborative team player representing the organization professionally.
• Strong judgment, initiative, and decision-making skills.
• Discretion and confidentiality in handling sensitive information.
• Reliable, flexible, and willing to respond to high-priority tasks outside regular hours.

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Pay Transparency

Salary Range: $52,500-$90,000

Overtime eligible: Nonexempt

Discretionary bonus eligible: Yes

Sales bonus eligible: No

Salary will be based on experience, skills, and location. Employees are eligible for an annual discretionary bonus and may participate in incentive programs.