Senior Administrative Assistant

New York Life Insurance Co.; Tampa (FL); Hybrid; USD 43,000 - 67,000; Full time

Benefits offered by this job

Hybrid work model

Annual incentive / discretionary bonus

Job summary

New York Life Direct in Tampa, FL seeks a Senior Administrative Assistant to support the Corporate Vice President of SSC and other leaders. This hybrid role requires three days in the Tampa office (Tue–Thu) with remote work on Mon and Fri.

Responsibilities include calendar management, event planning, travel coordination, and confidential communications. Ideal candidates have 3+ years of executive support experience, strong MS Office skills, and familiarity with AI tools like Copilot and ChatGPT.

Qualifications

• 3+ years providing executive-level support, preferably in a corporate setting.
• Strong organizational, written and verbal communication, and interpersonal skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with generative AI tools such as Copilot and ChatGPT.
• Team collaboration on company-wide initiatives and events.
• Confidentiality: discretion in handling sensitive information.
• Tracking & reporting: experience monitoring training compliance and HR requirements.
• Ability to work with minimal supervision in a hybrid environment.

Responsibilities

• Executive Calendar Management: Maintain the CVP's schedule, coordinate meetings, and optimize time.
• Event Planning & Organization: Support department and site-wide events, including logistics and supplies.
• Travel & Expense Coordination: Arrange CVP travel and process expenses using Concur.
• Communication & Documentation: Prepare agendas, presentations, and minutes for SSC and IO meetings.
• Budget Monitoring: Track budgets for travel, catering, office supplies, conferences, and training.
• Project Coordination: Assist department projects and suggest administrative improvements.
• Confidentiality & Discretion: Handle sensitive CVP information professionally.
• Training & Compliance Tracking: Monitor mandatory trainings and HR events with HR coordination.

Skills

Executive support

Organizational skills

Written & verbal communication

Interpersonal skills

MS Office proficiency

Copilot / ChatGPT familiarity

Team collaboration

Confidentiality

Training tracking

Tools

Concur

Microsoft Copilot

ChatGPT

Job description

Location Designation: Hybrid - 3 days per week

Location: Tampa, FL

Location Designation: Hybrid - 3 days per week in office

Work Schedule: This position requires employees to work onsite at the New York Life Tampa office three days per week, Tuesday, Wednesday, and Thursday, with remote work on Monday and Friday.

Business Unit Overview

At New York Life Direct, you'll be joining the nation's #1 direct-to-consumer provider of life insurance. The AARP Life Insurance Program from New York Life is endorsed by AARP and is the only life insurance program developed exclusively for AARP members. Your work will help more Americans achieve greater financial security and peace of mind.

Role Overview

The Senior Administrative Assistant will primarily support the Corporate Vice President (CVP) of SSC, providing administrative support to enhance the efficiency and effectiveness of the CVP's office and department. Additional duties include supporting leaders across SSC and Insurance Operations (IO). Key responsibilities include managing the CVP's calendar, organizing department events, coordinating travel and expenses, and preparing communications such as emails, meeting agendas, presentations, and minutes. This role collaborates with other Senior Administrative Assistants on company-wide events, including the annual town hall, holiday party, and corporate gatherings. The position also tracks mandatory training and HR/company-required events while maintaining discretion and confidentiality with sensitive executive information.

What You’ll Do

• Executive Calendar Management: Maintain the CVP's schedule, coordinate meetings, and optimize time.
• Event Planning & Organization: Support department and site-wide events, including logistics, catering, and supplies.
• Travel & Expense Coordination: Arrange CVP travel and process expenses using tools such as Concur.
• Communication & Documentation: Prepare agendas, presentations, and minutes for SSC and IO meetings; manage communications and document decisions.
• Budget Monitoring: Monitor budgets for travel, catering, office supplies, conferences, and training.
• Project Coordination: Support department projects and recommend administrative improvements.
• Confidentiality & Discretion: Handle sensitive CVP information with professionalism and discretion.
• Training & Compliance Tracking: Track and report completion of mandatory training and HR/company-required events, coordinating with HR as needed.
• Process Improvement: Identify and implement improvements to support the CVP and department.

What You’ll Bring

You are a highly organized, dependable administrative professional who manages competing priorities in a fast-paced environment. You communicate effectively across levels, demonstrate attention to detail, and deliver high-quality support while following established processes. You are collaborative, adaptable, and committed to exceptional service.

Required Skills

• Experience: 3+ years providing executive-level support, preferably in a corporate setting.
• Skills: Strong organizational, written and verbal communication, and interpersonal skills.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with generative AI tools such as Copilot and ChatGPT.
• Team Collaboration: Ability to collaborate on company-wide initiatives and events.
• Confidentiality: Proven discretion in handling confidential information.
• Tracking & Reporting: Experience monitoring training compliance and HR requirements.
• Independence: Ability to work with minimal supervision in a hybrid environment.

Preferred Skills

• Experience supporting a corporate department or business unit.
• Experience coordinating meetings, events, travel, and office administration.
• Familiarity with Microsoft Copilot or other productivity tools.

Location: Tampa, FL

Hybrid Work Requirement: Employees are required to work in the Tampa office three days per week (Tuesday, Wednesday, and Thursday). Monday and Friday are designated remote workdays.

Pay Transparency

Salary Range: $42,500-$66,500

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.

Company Overview

At New York Life, our 180-year legacy of purpose and integrity fuels our future. As we evolve into a more technology-, data-, and AI-enabled organization, we remain grounded in the values that drive lasting impact.

Our diverse business portfolio creates opportunities to make a difference across industries and communities—inviting bold thinking, collaborative problem-solving, and purpose-driven innovation. Here, you'll find the rare balance of long-standing stability and forward momentum, supported by an inclusive team that honors tradition while embracing progress.

As a Fortune 100 mutual company, we offer a place to grow your skills, contribute to meaningful work, and deliver solutions that matter. Your ideas drive what's next, and your growth powers it.

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 Commitment to Inclusion

At New York Life, fostering an inclusive workplace is fundamental to who we are and how we serve our communities. We have a longstanding commitment to creating an environment where individuals can contribute their best and succeed together. This foundation is rooted in our core values of humanity and integrity, ensuring that every employee feels valued and supported. By embracing a broad range of perspectives and experiences, we achieve greater success and fulfill our promise of providing financial security and peace of mind to families across all communities. Click here to learn more about New York Life's leadership in this space.

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.

Visit our LinkedIn to see how our employees and agents are leading the industry and impacting communities.

Visit our Newsroom to learn more about how our company is constantly evolving to meet our clients' and employees' needs.