Associate - Operations Coordinator

New York Life•New York, NY

1d•$65,000 - $92,500•Hybrid

About The Position

The Operations Coordinator role provides essential support to the team, focusing on coordinating internal meetings and events, assisting with project documentation, managing inventory, and liaising with vendors and procurement teams. This role also involves supporting shipping and receiving, tradeshow logistics, and onboarding/offboarding processes for team members. Additionally, the position offers executive support to the Head of Corporate Events, including calendar management, travel coordination, expense reporting, and meeting preparation.

Requirements

3–5 years of administrative or team support experience
Demonstrated comfort with technology and willingness to learn new tools quickly
Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)
Experience with at least one of: expense management systems (e.g., Concur), project/task tracking tools (e.g., Asana, Smartsheet, Monday), or scheduling tools
Strong organizational skills with the ability to manage multiple tasks and deadlines
Excellent attention to detail and follow-through
Strong communication skills (written and verbal)
Proactive mindset with good judgment and problem-solving ability
Discretion in handling confidential calendar, expense, and vendor information

Responsibilities

Coordinate internal team meetings and events
Assist with coordination of projects as needed and maintain proper documentation
Order materials and supplies for the team, including backfilling inventory for the P3 warehouse
Coordinate with vendors and procurement teams to ensure timely delivery
Assist with shipping and receiving event materials
Assist with tradeshow logistics, including materials prep, shipping, and booth coordination
Help ensure all required assets are ready and available for events
Support onboarding/offboarding coordination for team members (equipment, access, logistics)
Maintain organized shared files and documentation
Provide general administrative support to the broader team as needed
Calendar management and prioritization for the Head of Corporate Events
Travel coordination: booking, itineraries, and logistics for events and meetings
Prepare and submit expense reports; track and reconcile expenses as needed
Schedule meetings, manage logistics, and prepare materials (agendas, notes, follow-ups)