Senior Administrative Assistant

New York Life•New York, NY

8d•$60,500 - $86,000•Hybrid

About The Position

The Senior Administrative Assistant will provide high-level support to two or more Executive Officers and their teams within the Enterprise Technology Services Department. This role requires strong organizational skills, excellent communication abilities, adaptability to shifting priorities, and discretion in handling sensitive information. The ideal candidate thrives in a fast-paced environment, collaborates effectively with other administrative staff, and demonstrates a proactive, solution-oriented approach.

Requirements

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong organizational and multitasking abilities.
Attention to detail and problem-solving skills.
Ability to work independently with minimal supervision.
Excellent verbal and written communication skills.
Professional demeanor and ability to maintain confidentiality.
Build and maintain strong working relationships with stakeholders at all levels.
Prioritize tasks effectively to meet deadlines.
Adapt quickly to changing priorities and unforeseen challenges.
Proactively seek opportunities to support executives and improve processes.
Demonstrates awareness of business-critical priorities.
Minimum 5–7 years of administrative support experience, including at least 3 years supporting senior executives.
Team player with a commitment to discretion and professionalism.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Manage VP calendar(s): balance and prioritize demands on time, handle last-minute changes, and resolve scheduling conflicts.
Provide administrative support to the team, including attendance tracking, supply ordering, and coordinating meetings.
Prepare and distribute meeting materials, presentations, agendas, and follow up on action items.
Maintain and update organizational charts.
Provide back-up support to other technology assistants.
Assist HR and divisional managers with onboarding of new employees.
Plan and coordinate internal and external events, meetings, and conferences.
Manage special projects and initiatives assigned by executives.
Process and reconcile travel and expense reports.
Manage secure and sensitive information with discretion and professionalism.
Schedule rooms and ensure environment is appropriate for attendees.
Prepare and distribute agendas and materials in advance.
Coordinate input from multiple stakeholders.
Support speaker and attendee preparation.
Ensure A/V needs are met and technology functions smoothly.
Capture meeting notes and follow-ups, leveraging AI tools for efficiency.