Business Operations Coordinator & Executive Assistant

New York Life•Tampa, FL

2d•$54,500 - $77,500•Hybrid

About The Position

As a Business Operations Coordinator & Executive Assistant, you will provide advanced administrative support to a leader and their team, ensuring the efficient coordination of daily business activities. You will manage administrative processes, organize meetings and travel, prepare documents and presentations, and support departmental operations while working within established procedures and under general supervision. In this role, you will partner closely with the Marketing team within New York Life Direct to help drive operational excellence, maintain effective business processes, and support key departmental priorities. Your ability to anticipate needs, manage competing priorities, and handle confidential information with professionalism will contribute to the overall success of the organization.

Requirements

3–5 years of administrative or executive support experience.
Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
Strong organizational, communication, and interpersonal skills.
Ability to manage multiple priorities while working within established procedures under general supervision.
Experience preparing presentations, reports, spreadsheets, and other business documents.
Ability to maintain confidentiality and exercise discretion when handling sensitive information.

Nice To Haves

Experience supporting a department or business unit in a corporate environment.
Experience coordinating meetings, events, travel, and office administration.
Familiarity with Microsoft Copilot or other AI-enabled productivity tools.

Responsibilities

Provide advanced administrative support, including calendar management, meeting coordination, travel arrangements, and expense reporting.
Coordinate internal meetings, conference rooms, catering, and team events to support an effective work environment.
Prepare, format, and edit correspondence, presentations, spreadsheets, and other business documents.
Maintain department records, documentation, and distribution lists.
Assist with tracking routine action items and meeting follow-ups to help ensure timely completion of assigned work.
Support departmental budget administration by processing invoices, expense reports, and purchase requests.
Coordinate office logistics, supplies, and other administrative activities as needed.
Handle confidential information with professionalism, discretion, and sound judgment.
Provide general administrative support for departmental initiatives and other projects as assigned.