Senior Administrative Assistant

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

Job summary

An established industry player is seeking a Senior Administrative Assistant to support multiple Vice Presidents. This hybrid role involves managing complex calendars, coordinating meetings, and ensuring seamless communication within the team. The ideal candidate will have extensive administrative experience, exceptional organizational skills, and proficiency in Microsoft Office. This position offers a dynamic work environment where you can thrive and contribute to the success of the organization while enjoying a comprehensive benefits package. If you are detail-oriented and proactive, this is a fantastic opportunity to make a significant impact in a respected company.

Benefits

Comprehensive benefits package

Leave programs

Adoption assistance

Student loan repayment programs

Qualifications

• 10+ years of administrative experience supporting senior executives.
• Proficiency in Microsoft Office Suite and strong organizational skills.

Responsibilities

• Manage multiple executives' calendars and schedule meetings.
• Coordinate logistics for divisional meetings and travel arrangements.

Skills

Administrative Support

Calendar Management

Microsoft Word

Microsoft PowerPoint

Microsoft Outlook

Organizational Skills

Communication Skills

Problem-Solving Skills

Education

Bachelor's Degree

Job description

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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

• Effectively maintain and manage all aspects of multiple Vice President’s business calendar; this includes proactivity incorporating time efficiencies into their calendars, understanding priority stakeholders, and looking for opportunities to implement meeting synergies.
• Coordinate and schedule meetings, arrange lunches, handle travel reservations, and organize conference-calls/video conferences
• Support their direct reports with organizational needs and direction
• Manage calls, assist callers, take messages and/or route as appropriate; may also handle written correspondence
• Monitor and manage VP’s email to ensure that all communications are addressed
• Order supplies for the VP and the department as needed
• Manage travel needs and prepare/reconcile travel expenses as well as process all other expenses
• Process and reconcile Procurement Card monthly statement
• Coordinate logistics for Divisional Meetings including IT needs, room set-up, and catering
• Ensure VP has all materials in advance of scheduled meetings
• Coordinate agenda for weekly staff meeting with direct reports
• Develop and maintain strong relationships with other Administrative Assistants; may provide back-up on occasion
• Onboard new hires and ensure they have access to necessary rights to perform their roles (telephone, computer, ID badge, etc)
• Manage ad hoc projects as needed
  
  

Required Qualifications

• Minimum of 10 years administrative experience supporting a senior level executive in a corporate environment
• Bachelor’s Degree preferred
• Detail oriented with strong follow-up and organizational skills
• Motivated, self-starter who can anticipate and proactively address issues
• Proficiency with Microsoft Word, PowerPoint, and Outlook
• Ability to multi-task and set priorities; flexibility in a fast-paced corporate environment
• High level of professionalism with strong collaboration skills
• Demonstrates initiative, exercises good judgment and makes appropriate decisions
• Excellent written and verbal communication skills
• Team player who is collaborative and considers himself/herself a representative of New York Life
• Demonstrates solid problem-solving skills
• Polished and professional always
• Dependable and flexible, willing to respond to occasional high priority items after business hours
• Ability to maintain confidentiality and accuracy of data and demonstrate a strong sense of urgency in completing responsibilities
  
  

Pay Transparency

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

Overtime eligible: Nonexempt

Discretionary bonus eligible: Yes

Sales bonus eligible: No

Actual base salary will be determined based on several factors but not limited to individual’s experience, skills, qualifications, and job location. Additionally, employees are eligible for an annual discretionary bonus. In addition to base salary, employees may also be eligible to participate in an incentive program.

Our Benefits

We provide a full package of benefits for employees – and have unique offerings for a modern workforce, including leave programs, adoption assistance, and student loan repayment programs. Based on feedback from our employees, we continue to refine and add benefits to our offering, so that you can flourish both inside and outside of work. Click here to discover more about our comprehensive benefit options or visit our NYL Benefits Site.

Our Diversity Promise

We believe in a diverse workforce because it is our mission to advocate for the financial security and success of people in every community. This is why diversity, equity, and inclusion (DEI) are guiding principles that are embedded in our brand and our culture. Click here to learn more about how we have been recognized for our leadership.

Recognized as one of Fortune’s World’s Most Admired Companies, New York Life is committed to improving local communities through a culture of employee giving and volunteerism, supported by the Foundation. We're proud that due to our mutuality, we operate in the best interests of our policy owners. To learn more about career opportunities at New York Life, please visit the Careers page of www.NewYorkLife.com.

Job Requisition ID: 91291

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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