Administrative Assistant

TIAA • New York, NY

5d • $27 - $52 • Hybrid

About The Position

This is a Non-Employee Contingent Worker Role providing services for TIAA’s family of companies and will be employed by TIAA's preferred 3rd Party Supplier. As a Non-Employee CW, perform a variety of moderately complex business planning, support, and project-related duties. Demonstrates an exceptional standard of quality and holds themselves accountable to achieving excellent results. This role will sit onsite, likely in a hybrid capacity, at the location(s) listed in this posting. The anticipated term of this engagement will be 12 months. This term could be extended based on company business needs. CW-Administrative Assistant III The Senior Administrative Assistant provides support to meet the business needs of company Executives. Under moderate supervision, this job is meets the daily requirements of Executives and various other office needs, including operational tasks, organizational duties and office-wide coordination efforts. The Administrative Assistant will provide high-level onsite administrative support within a dynamic and collaborative executive office environment. This individual will work as an integral member of a broader administrative and operations team, contributing to the seamless delivery of support services across the office. The ideal candidate is not only organized and proactive but is also a genuine team player who takes pride in building strong working relationships, showing up for colleagues, and creating a positive and professional office culture. This individual will manage a broad variety of executive administrative tasks, help ensure the smooth running of daily operations, and function as a key liaison across internal and external partners.

Requirements

• High School Preferred
• No Experience Required; 2+ Years Preferred
• Physical Requirements: Sedentary Work
• A minimum of 2 to 5 years of professional experience in an administrative or executive support role, preferably supporting senior or C-suite level leadership, with demonstrated progression of responsibility over time.
• High school diploma or equivalent required; bachelor's degree preferred.
• Proven ability to work onsite in a professional office environment with reliability and consistency.

Nice To Haves

• Advanced proficiency with Microsoft Office including Outlook, Word, Excel, and PowerPoint, with the ability to quickly learn additional business applications and internal systems.
• Superior oral and written communication skills, with a strong attention to detail and the ability to produce clear, polished, and professional correspondence.
• Demonstrated organizational, project management, and multitasking skills with the ability to effectively prioritize competing and time-sensitive requests without losing accuracy or composure.
• Exceptional professionalism, reliability, and a positive, solutions-oriented attitude with an ownership mindset and willingness to take full responsibility for outcomes.
• A genuine team-oriented mindset with a natural ability to build relationships across all levels of the organization and contribute positively to office culture.
• Comfortable interacting with and supporting various senior leaders both internally and externally, with the poise and confidence to represent leadership well in all interactions.
• Ability to handle confidential and sensitive information with the utmost discretion and integrity at all times.
• Willingness and flexibility to work overtime and respond to urgent requests outside of standard business hours as needed.
• Experience supporting multiple executives or working within a broader administrative team in a large, matrixed organization is a plus.

Responsibilities

• Serves as primary administrative contact for Executives, working across all lines of business and with external agencies to answer questions and resolve administration-related issues.
• Provides support for daily Executive operations including meeting arrangements, travel and expenses.
• Coordinates overall office functioning through inventory checks, space scheduling, event planning, event execution and paperwork processing.
• Acts as a liaison between Executives and internal departments, ensuring effective communication and cohesion.
• Maintains Executive calendars, contact lists and provides ad-hoc support as needed.
• Provide proactive, comprehensive calendar management for senior leadership, including complex scheduling across multiple time zones, coordinating internal and external meetings, and anticipating scheduling conflicts before they arise.
• Prepare, format, and distribute materials, agendas, and presentations for executive meetings, ensuring a clear understanding of expectations and deliverables at all times.
• Manage expense report preparation, submission, tracking, and reimbursement on behalf of senior leadership, supporting cost management and assisting with budget tracking as needed.
• Arrange and oversee detailed domestic and international travel itineraries, including transportation, accommodations, and meeting logistics, handling last-minute changes with composure and accuracy.
• Serve as a primary contact for facilities-related requests such as maintenance, cleaning, and HVAC coordination, and liaise with building management, office services, and IT on behalf of the executive team.
• Assist with workspace planning and daily office operations to ensure a productive and well-functioning environment.
• Oversee executive event logistics, including leadership offsites, client meetings, internal culture events, and special projects from planning through execution.
• Work in close partnership with the receptionist team and other administrative staff to ensure cohesive, high-quality support across the office, stepping in where needed and fostering a collaborative and collegial work environment.
• Actively engage with colleagues across the office, building trusted relationships and serving as a reliable, approachable, and visible presence within the team.
• Collaborate closely with administrative colleagues supporting other senior leaders across the organization, handling cross-team requests and sharing best practices to ensure seamless support across the office.
• Exercise the highest level of discretion and confidentiality in all aspects of the role, with a demonstrated ability to listen, interpret, and quickly act on the needs and concerns of senior leadership.
• Act as backup support for fellow executive assistants as needed, stepping in seamlessly to maintain continuity of support.
• Take on additional duties and projects as assigned by leadership, approaching all responsibilities with an ownership mindset.

Benefits

• TIAA offers support for those who need assistance with our online application process to provide an equal employment opportunity to all job seekers, including individuals with disabilities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED