Executive Assistant

Location Designation:
Hybrid - 3 days per week

Executive Assistant

Location Designation:
Hybrid - 3 days per week

When you join New York Life, you're joining a company that values career development, collaboration, innovation, and inclusiveness. We want employees to feel proud about being part of a company that is committed to doing the right thing. You'll have the opportunity to grow your career while developing personally and professionally through various resources and programs. New York Life is a relationship-based company and appreciates how both virtual and in-person interactions support our culture.

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

Role Overview :

The Executive Assistant will provide support for Controllers. This individual will be responsible for working both strategically and tactically on highest team priorities and provide administrative support for Controllers and his extended leadership team. This individual will stretch into organizing and tracking team objectives and goals while providing support for team's day-to-day operating priorities. In addition, this individual will have significant responsibility in managing multiple priorities, inclusive of department-wide event planning, and have oversight of other Executive Assistants on the team.

This role requires close partnership with senior leaders, their assistants, and employees at all levels of the organization.

What You'll Do:

* Team Planning:
Support team event planning and create team operating agenda, inclusive of weekly, monthly, quarterly rhythm.

* Administrative Planning & Execution:
Coordinate across multiple teams' calendars for seamless execution of team activities.

* Assist Controller with critical activities and ensure timely prioritization and execution. Effectively maintain and manage leaderships' business calendars.

* Handle all aspects of administrative support for leadership and their teams in a timely and professional manner

* Coordinate and schedule meetings, handle travel reservations, and organize conference/video calls, often involving multiple locations.

* Coordinate logistics for all meetings including IT, room set up, and catering as needed

* Utilize Microsoft Office Suite to assist with presentations and reporting

* Project manage smaller team initiatives, if needed

* Meeting Preparation and Presentations:
Lead development of logistics, agendas, and materials for business and team meetings (e.g., leadership team meetings, strategic business IT community forums), ensuring alignment, clarity, and accuracy of materials.

* Prepare presentations and memos for various audiences, including senior leaders.

* Assist with written communications

* Travel & Expense - prepare/reconcile travel expenses

* Review and process invoices and expense reports in a timely and accurate manner.

* Communications:
Develop internal communications, on behalf of Controller, to ensure timely and relevant information-sharing. Draft talking points for key leader presentations, ensuring appropriate and cohesive messaging.

* Flexibility:
Remain flexible if priorities change and maintain involvement in a wide variety of tasks based on business demands that arise. Own ad-hoc administrative tasks (e.g., compliance approvals, applause recognition reporting).

* Relationship Management:
Oversight of other Executive Assistants on the team;
Develop and maintain strong relationships with other Executive Assistants, including providing back-up when needed

What You'll Bring:

* Excellent organizational skills and attention to detail. Strong follow up skills

* Strong interpersonal skills with a high level of professionalism

* Excellent written and verbal communication skills

* Ability to prioritize and multi-task

* Possesses a sense of urgency

* Prior task management experience

* Ability to maintain confidentiality, good judgment and diplomacy

* Proficient in Microsoft Office including Word, PowerPoint and Excel, including the ability to create professional communication and reports using Word. Ability to draft and format presentations in PowerPoint. Foundational Excel experience and skills to create…