Investments Administrative Assistant

New York Life Insurance•Chicago, IL

19d•Hybrid

About The Position

The Administrative/Executive Assistant will provide comprehensive administrative and executive support to the leadership team and key professionals. This individual will serve as a critical liaison between internal stakeholders and external clients, partners, and vendors, ensuring seamless coordination and communication across a fast-paced, client-facing environment. The role is based in our Chicago office. The ideal candidate will bring a proactive, client-centric mindset, strong organizational and communication skills, and the ability to manage shifting priorities with professionalism and discretion. This individual will demonstrate a commitment to administrative excellence and is a true self-starter.

Requirements

Experience with Concur is a MUST

Nice To Haves

Proactive, client-centric mindset
Strong organizational and communication skills
Ability to manage shifting priorities with professionalism and discretion
Commitment to administrative excellence
True self-starter

Responsibilities

Manage complex and overlapping calendars for multiple senior executives and investment professionals at various organizational levels
Coordinate internal and external meetings, including client-facing engagements, roadshows, sales strategy sessions, and team offsites
Schedule meetings across multiple time zones and manage conflicts with professionalism and efficiency
Serve as a liaison between executives and clients, consultants, and partners
Prioritize and respond to emails, calls, and inquiries on behalf of assigned professionals; maintain organized records and files
Coordinate and arrange international and domestic travel for assigned professionals, including flights, accommodations, ground transportation, and logistics
Prepare travel itineraries and gather necessary travel documentation
Process and organize expense reports in compliance with company policies and procedures
Monitor travel budgets and ensure adherence to guidelines
Manage travel-related correspondence and confirmations
Organize and coordinate logistics for sales events, client meetings, internal strategy sessions, and team events
Prepare, gather, and distribute meeting materials and agendas
Coordinate video conferencing and technology setup for meetings across multiple locations
Arrange catering and refreshments as needed
Follow up on action items and distribute meeting notes to attendees
Provide on-site support during client engagements and sales events
Maintain organized filing systems (both digital and physical) with exceptional attention to detail
Oversee day-to-day office operations, including supply management, inventory, and equipment maintenance
Provide light tech support and troubleshoot basic IT issues; escalate complex issues to IT department as needed
Manage office communications and correspondence on behalf of leadership team
Serve as backup coverage for other administrative team members as needed
Prepare and organize client files and proposal materials
Maintain confidentiality of sensitive business and client information
Ensure all administrative documentation meets firm standards and regulatory requirements
Assist with ad-hoc projects and special initiatives as assigned
Identify opportunities to improve administrative processes and productivity
Implement system improvements and best practices for administrative efficiency
Provide general support to multiple team members as needed