Project Manager / Executive Assistant

Location Designation: Hybrid - 4 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. 

New York Life Real Estate Investors (NYLREI), a premier investment division of NYL Investors LLC, seeks an experienced and highly motivated Project Manager / Executive Assistant to provide strategic and administrative support to the Head of the Department in the New York Home Office. 

This role will work closely with the Head of the Department and leadership team on a broad range of initiatives. In addition to core administrative responsibilities, the role will be engaged in event planning, including large conferences, and project work such as research, presentation development, and cross-functional coordination. This individual will be instrumental in ensuring operational efficiency through high-level support, proactive communication, organizational excellence, and event execution.

In addition, this role will be exposed to Commercial Real Estate (CRE) lending and investments.  As such, over time, this person will develop an acumen and key understanding of institutional asset management related to CRE.

What You’ll Do:

Operational & Administrative Oversight

• Assist with special projects including board reporting, rating agency presentation coordination, preparation of presentation materials, and department-wide initiatives.
• Liaise with internal teams and external stakeholders with professionalism and confidentiality.
• Coordinate onboarding/offboarding processes including technology setup, access rights, and equipment orders.
• Maintain key department files and databases, ensuring accuracy and easy retrieval.

Event Planning & Coordination

• Lead and support end-to-end planning and execution of departmental and company-wide events including:
• REI Town Halls and internal staff events
• REI National Conference
• Investor conferences and client-facing events
• Coordinate all logistical elements including venue booking, catering, AV support, guest management, and materials preparation.
• Collaborate cross-functionally with marketing, facilities, IT, and leadership to ensure successful event delivery.

Data & Documentation

• Conduct ad hoc research and prepare summaries or dashboards using tools like Excel, PowerPoint, and Qlik Sense.
• Oversee and ensure the proper execution of real estate documentation via platforms like DocuSign and Intralinks.
• Act as Notary Public or secure certification within 90 days of hire.

Executive Support

• Provide high-level calendar management including scheduling meetings, calls, and events across time zones.
• Coordinate internal and external meetings, including logistics, AV setup, catering, and follow-ups.
• Track key action items and deliverables, ensuring timely completion.
• Prepare, edit, and distribute professional presentations, reports, correspondence, and memos.

Travel & Expense Management

• Arrange complex domestic and international travel itineraries.
• Manage expense reporting, reconciliation, and timely submission using Concur or similar systems.

What You’ll Bring:

• Bachelor’s degree in business administration, Finance, Real Estate, or related field preferred.
• Minimum of 5+ years of experience in executive-level administrative or operational support, preferably in real estate, finance, or investment sectors.
• Demonstrated experience supporting C-suite or departmental leadership.
• Proven event planning and coordination experience, from internal meetings to large-scale conferences.
• Excellent verbal and written communication skills.
• Highly organized with proven ability to handle multiple priorities and confidential matters with discretion.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), DocuSign, and virtual conferencing tools (Zoom, MS Teams).
• Experience with CRM platforms, data visualization tools (e.g., Qlik Sense), and familiarity with real estate systems (CoStar, VTS) is a plus.
• Notary Public (active) or willingness to obtain certification within 90 days.

#LI-AM1

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Pay Transparency

Salary Range: $90,000-$115,000 

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.

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Job Requisition ID: 92058