Administrative Assistant, New York Life Investments Management Real Estate Group

New York Life•New York, NY

1d•$60,000 - $70,000•Hybrid

About The Position

NYLIM REI is seeking an Administrative Assistant to join its Operations & Administrative Services team in our New York Home Office. In this role, you will provide administrative and operational support to assigned business areas while partnering with fellow administrative professionals to deliver broader department-wide support. This is an excellent opportunity to gain exposure to a wide range of real estate investment activities while contributing to a collaborative, team-oriented environment. The successful candidate will be highly organized, resourceful, detail-oriented, and comfortable balancing multiple priorities in a fast-paced professional environment.

Requirements

Bachelor’s degree in business administration, finance, or a related field is preferred.
5+ years of administrative, operational, or business support experience; experience supporting senior leaders is a plus.
Strong organizational, communication, and problem-solving skills, with the ability to manage multiple priorities and meet deadlines.
Strong attention to detail and demonstrated discretion when handling confidential or sensitive information.
A self-motivated and resourceful approach, with the ability to work independently while collaborating effectively with others.
Demonstrated ability to work successfully in a team-based support environment, including the flexibility to support multiple business areas and adjust priorities based on departmental needs.
Proficiency with Microsoft Office, DocuSign, SharePoint, Intralinks, Qlik Sense, and related data, reporting, document management, and workflow tools, with the ability to quickly learn new systems.
Active Notary Public license or the ability to obtain one upon employment.
Flexibility to anticipate needs and adjust priorities during high-volume periods, critical deadlines, and special projects.

Nice To Haves

Experience in real estate, investment management, financial services, investment operations, or another transaction-oriented environment.
Experience with SS&C Precision LM, Concur, and DealPath is a plus.
Experience coordinating time-sensitive materials, approvals, and deliverables.

Responsibilities

Provide primary administrative support to assigned business areas while contributing to the broader administrative needs of the department.
Manage calendars, schedule meetings, coordinate conference logistics, and prepare documents and correspondence.
Support document execution and other day-to-day administrative functions.
Coordinate domestic and international travel arrangements and prepare and review associated expense reports.
Coordinate and prepare presentations for rating agency meetings, board reports, departmental meetings, and other business presentations.
Enter and maintain data related to new deal submissions, commercial mortgage loan transactions, and other critical transaction updates.
Support invoice processing and wire preparation in accordance with established procedures and approval requirements.
Research and retrieve market data, run reports, and assist with maintaining dashboards and tracking tools on an ad hoc basis.
Support employee onboarding and offboarding activities, equipment requests, and system access coordination.
Develop and maintain a working knowledge of business processes, administrative procedures, and transaction workflows.
Perform Notary Public responsibilities as needed.
Coordinate visitor and meeting logistics, providing a professional experience for clients, business partners, and external guests.
Partner closely with other Operations & Administrative Services team members to provide cross-training, backup coverage, and shared support across business areas.
Identify opportunities to improve administrative processes, workflows, and tracking tools to enhance operational efficiency.
Handle confidential and sensitive information with discretion, professionalism, and sound judgment.
Participate in departmental initiatives, special projects, and other assignments as needed.