Administrative Assistant

TIAA • New York, NY

1d • Onsite

About The Position

The Administrative Assistant provides high-level, onsite administrative support in a dynamic executive office and works as part of a broader administrative and operations team. The role supports senior leadership, helps ensure smooth daily office operations, and serves as a liaison to internal and external partners. The successful candidate is organized, proactive, collaborative, and committed to building strong working relationships and contributing to a positive, professional office culture.

The position includes executive calendar and meeting coordination, preparation of meeting materials, expense and travel administration, facilities coordination, workspace planning, office operations, and executive event logistics. The Administrative Assistant also collaborates with reception and administrative colleagues, provides backup support to fellow executive assistants, handles confidential information with discretion, and takes on additional duties and projects as assigned. This is an onsite role in New York, NY, with an initial duration of eight months and a possible extension.

Requirements

• At least 2 to 5 years of professional experience in an administrative or executive support role; experience supporting senior or C-suite leadership is preferred.
• High school diploma or equivalent required.
• Ability to work onsite in a professional office environment reliably and consistently.
• Strong oral and written communication skills and attention to detail.
• Organizational, project management, and multitasking skills, including the ability to prioritize competing, time-sensitive requests while maintaining accuracy and composure.
• Professionalism, reliability, a positive and solutions-oriented attitude, ownership, and willingness to take responsibility for outcomes.
• Ability to build relationships across organizational levels and contribute positively to office culture.
• Confidence and poise when interacting with and supporting senior leaders and external contacts.
• Ability to handle confidential and sensitive information with discretion and integrity.
• Willingness and flexibility to work overtime and respond to urgent requests outside standard business hours as needed.

Nice To Haves

• Bachelor’s degree.
• Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, and ability to learn additional business applications and internal systems quickly.
• Experience supporting multiple executives or working in a broader administrative team within a large, matrixed organization.

Responsibilities

• Manage senior leaders’ calendars, including complex scheduling across time zones, coordinating internal and external meetings, and anticipating conflicts.
• Prepare, format, and distribute executive meeting materials, agendas, and presentations, and clarify expectations and deliverables.
• Prepare, submit, and track expense reports and reimbursements; assist with cost management and budget tracking as needed.
• Arrange and oversee domestic and international travel itineraries, including transportation, accommodations, and meeting logistics, and manage last-minute changes.
• Coordinate facilities-related requests, including maintenance, cleaning, and HVAC, and liaise with building management, office services, and IT.
• Assist with workspace planning and daily office operations.
• Plan and execute logistics for executive events, including leadership offsites, client meetings, internal culture events, and special projects.
• Partner with reception and administrative staff to provide cohesive support, step in where needed, and foster a collaborative office environment.
• Build trusted relationships across the office and serve as a reliable, approachable, and visible team presence.
• Collaborate with administrative colleagues supporting other senior leaders, handle cross-team requests, and share best practices.
• Protect confidential information and respond promptly and thoughtfully to senior leaders’ needs and concerns.
• Provide backup support to fellow executive assistants to maintain continuity.
• Complete additional duties and projects assigned by leadership.

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED