Administrative Assistant

Location

Hybrid - 3 days per week

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive administrative and coordination support to one or more Executive Officers and their teams within New York Life's Foundational Business Technology Department. This role helps keep day-to-day operations running smoothly by managing calendars, coordinating meetings and events, preparing materials, handling expenses, maintaining team information, and supporting onboarding and office coordination as needed.

• Manage complex calendars for one or more leaders, including scheduling meetings, balancing priorities, coordinating across stakeholders and time zones, and resolving last-minute conflicts.
• Provide day-to-day administrative support for the team, including coordinating meetings, preparing agendas, materials, and presentations, tracking action items, ordering supplies, and maintaining organizational charts, distribution lists, and team information.
• Coordinate travel arrangements and reconcile travel and expense reports, including processing other departmental expenses as needed.
• Plan and support internal and external meetings, events, conferences, and team forums, including room setup, video conferencing, catering, and coordination with Office Services, IT, and other support teams.
• Assist with onboarding activities for new employees, provide backup support to other administrative assistants, manage secure and sensitive information, and support special projects or other administrative duties as assigned.

You will bring a customer-service mindset, strong organizational discipline, and the ability to anticipate needs before they arise. You are comfortable managing competing priorities in a fast-paced environment, working independently with minimal supervision, and collaborating closely with other administrative professionals. You communicate clearly and professionally, demonstrate sound judgment, maintain confidentiality, and use Microsoft Office tools to create polished communications, presentations, spreadsheets, and meeting materials.

• 8+ years of experience in an administrative support role, including experience supporting senior leaders or executive teams.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, with strong calendar management skills.
• Excellent verbal and written communication skills, with the ability to interact professionally with all levels of the organization and external partners.
• Strong organizational, time management, and problem-solving skills, with exceptional attention to detail and the ability to prioritize multiple tasks with urgency.
• Proven ability to manage confidential and sensitive information with discretion, professionalism, and sound judgment.
• Ability to work independently, collaborate with other administrative professionals, and adapt to changing priorities in a dynamic environment.

• Experience supporting Technology teams or leaders in a large corporate environment.
• Experience coordinating meetings, events, travel, onboarding, or office and floor operations.
• Bachelor's degree preferred.
• Familiarity with productivity, collaboration, task management, or Generative AI tools used to streamline administrative work.

• Salary Range: $60,500-$86,000
• 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 may also be eligible to participate in an incentive program.

Job Requisition