Senior Administrative Assistant

Location Designation: Hybrid - 3 days per week 

Our New York Life culture has laid the foundation for over 180 years of commitment to our employees, agents, policy owners, and the communities where we live and work. Here you become a valued part of a welcoming, inclusive, and caring organization with a long-standing legacy in stability and growth. The strength revolves around our diversified, multi-dimensional business portfolio that goes beyond life insurance.

As a Fortune 100 company and industry leader, we provide an environment where you can explore your career ambitions, offering opportunities to tackle meaningful challenges and stretch your skills while balancing work and life priorities.  You will be part of an inclusive team guided by our belief to always be there for each other–providing the support and flexibility to grow and reach new heights while making an impact in the lives of others.

You are our future, and we commit to investing in you accordingly.

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

We are seeking a highly organized, proactive, and detail-oriented Senior Administrative Assistant to provide comprehensive administrative support to one or more Executive Officers and deliver office coordination support for the Technology department in our New York home office. This role will play a key part in maintaining an efficient, professional, and confidential environment, supporting both individual executives and broader departmental operations. The ideal candidate excels at managing complex schedules, facilitating communication, and anticipating needs before they arise.

What You’ll Do:

Executive Support  
- Proactively manage VP calendars, including scheduling meetings, prioritizing demands, and resolving last-minute conflicts.
- May be asked to prepare meeting materials, presentations, and agendas, and follow up on action items.
- Manage travel arrangements and reconcile expense reports.
- Process other departmental expenses as needed.
- Maintain organizational charts, distribution lists and department website.
- Provide backup administrative support to other assistants in the department.
- Manage secure and sensitive information with discretion.
- Handle other administrative duties and special projects as assigned by executives.
- Collaborate with other administrative professionals to ensure consistent, high-quality support across the department.
- Proactively identify opportunities to improve administrative processes and contribute to team effectiveness

Office and Floor Coordination 
- Serve as the primary point of contact for office-related inquiries and liaise with Office Services for cleaning, maintenance, temperature, and repairs.
- Manage office supplies and ensure timely restocking of copiers, paper, and pantry items.
- Coordinate office maintenance requests (water coolers, coffee machines, lighting, carpet cleaning, etc.).
- Assist with the coordination of workstation/office moves and furniture adjustments.
- Maintain and assign lockers for employees as applicable.
- Oversee the appropriate use of conference rooms and huddle spaces.

Event and Meeting Support
- Plan and coordinate departmental level internal and external events, meetings, and conferences, including catering arrangements in collaboration with department admins.
- Provide backup support for meeting logistics and catering when the primary admin is unavailable.

What You'll Bring:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  - Excellent verbal and written communication skills, with the ability to interact professionally with all levels of the organization and external partners.  
  - Strong organizational skills and the ability to effectively manage multiple tasks and priorities simultaneously.
  - Exceptional attention to detail and problem-solving abilities.
  - Ability to work independently with minimal supervision and demonstrate initiative.
  - Professional demeanor and a strong commitment to maintaining confidentiality.
  - Demonstrated strong sense of urgency and ability to prioritize effectively.
  - Discretion and trustworthiness in handling confidential information.
  - Proven ability to work collaboratively as a team player.
  - Minimum of 5-7 years of experience in an administrative support role, with at least 3 years supporting senior executives.
  - Experience with office coordination or facilities support is highly desirable.
  - Bachelor’s degree preferred.
  
  Key Competencies
  Interpersonal Skills: Ability to build and maintain positive working relationships with internal and external stakeholders.
  Time Management: Efficiently manage time, prioritize tasks, and meet deadlines in a fast-paced environment.
  Flexibility and Agility: Adapt to changing priorities and handle unforeseen challenges with a positive and solution-oriented approach.
  Initiative: Proactively identify needs and seek out opportunities to support the executive team and improve office efficiency.

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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 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.

Job Requisition ID: 91972