Executive Assistant


Date: May 14, 2022

Location: New York, NY, US

Company: New York Life Insurance Co



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 Executive Assistant position will provide administrative support for the Head of HR Operations and her team, as well as assist with HR department engagement initiatives and other administrative duties as needed. This role requires excellent organizational and communications skills, strong attention to detail, discretion in handling confidential information, and the ability to multitask and meet demanding deadlines.


Responsibilities include, but are not limited to:

  • Provide administrative support to the Head of HR Operations and the Ops team, including but not limited to: plan/schedule meetings, coordinate calendars, reserve rooms, arrange conference calls or video conferences, arrange catering/meals, order any supplies required, prepare/distribute meeting materials, coordinate travel and expenses.  
  • Manage the HR Payroll mailbox including daily review and distribution of email messages to appropriate parties for handling; respond to requests on behalf of the department, track and follow-up on inquiries as needed to ensure timely resolution.
  • Support HR departmental engagement activities, including conference space reservations, catering orders, ad hoc gift orders, assisting with set-up, materials, etc.
  • Departmental P-card owner, responsible for managing department orders, reconciling and submitting expense reports timely and accurately.
  • Maintain department distribution lists and functional organization chart.
  • Assist with updates and postings on internal HR department intranet site.
  • Assist with space planning and seating arrangements for HR.
  • Order and maintain supplies.  
  • File management, including creation, maintenance, and disposition in accordance with records retention requirements.
  • Handle other administrative duties and special projects as assigned.


Required Qualifications:

  • Bachelor’s Degree preferred
  • Minimum of 5 years of administrative experience supporting senior level executives in a corporate environment
  • Strong written and verbal communication skills with the demonstrated ability to work with all levels within the organization, including the C-suite
  • Strong organizational and problem-solving skills, accuracy and attention to detail
  • Demonstrated ability to anticipate needs, strong sense of urgency and ability to work in a fast-paced environment and manage multiple priorities
  • Must be discreet in handling confidential information
  • Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Zoom and Teams


Work schedule is Hybrid, in the office on Tuesday, Wednesday, Thursday and work remote on Monday and Friday.




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. We invite you to bring your talents to New York Life, so we can continue to help families and businesses “Be Good At Life.” To learn more, please visit LinkedIn, our Newsroom and the Careers page of www.NewYorkLife.com.

Job Requisition ID: 86328




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