Sr. Executive Assistant & Innovation Lab Coordinator

New York Life Insurance Co•New York, NY

1d•$73,500 - $105,000•Hybrid

About The Position

When you join New York Life, you are joining a company that values collaboration, innovation, and inclusiveness. This Senior Executive Assistant & Innovation Lab Coordinator role provides dedicated executive support to multiple senior executives while also owning the operational backbone of New York Life’s Innovation and Insights Lab. Executive support is the primary responsibility, accounting for roughly three quarters of the role. The remaining quarter is focused on keeping the Innovation and Insights Lab running smoothly and seamlessly as a space for workshops, research, and collaboration. The right person is a seasoned executive assistant who brings genuine interest in the work of the Innovation and Insights Lab and the operational instincts to manage it.

Requirements

High level of professionalism with proven experience (7+ years) supporting a C-suite or senior executive in a fast-paced environment
Exceptional organizational skills and attention to detail
Excellent communication (verbal and written) and interpersonal abilities
Strong judgment and discretion with sensitive information and stakeholder relationships
Motivated self-started with demonstrated ability to problem-solve, manage competing priorities, anticipate needs without being asked
Highly flexible due to nature of working in a fast-paced corporate environment
Team-oriented and collaborative, with the ability to work independently
Proficiency with Outlook, Teams, Zoom, Excel, and enterprise scheduling and collaboration tools

Nice To Haves

Genuine interest in the work of the Innovation and Insights Lab
Operational instincts to manage the Innovation and Insights Lab

Responsibilities

Own all calendar management, including prioritization, conflict resolution, and proactive planning
Coordinate internal and external meetings with appropriate lead time, context, and preparation
Anticipate scheduling needs and protect time for strategic priorities
Arrange all travel, accommodations, and itineraries
Manage all trip logistics, including real-time changes and on-the-ground coordination
Prepare travel briefings and ensure the executive is set up for success in every location
Process and reconcile expense reports accurately and on time
Manage receipts, vendor invoices, and budget coding
Flag anomalies and ensure compliance with company policies
Lead coordination of in-office and offsite team events, leadership meetings, and executive-sponsored gatherings
Manage all logistics including venue, catering, materials, and attendee communications
Serve as the point of contact for event vendors and internal partners during planning and execution
Own the lab calendar and booking process
Ensure the space is organized, functional, and consistently prepared for use
Ensure space is set up for sessions with appropriate equipment and needs
Track utilization, basic reporting, and provide support to users
Manage lab supplies, equipment, and vendor relationships
Troubleshoot basic operational and technology issues within the space
Partner with facilities, AV, security, and visitor coordination teams
Ensure AV equipment is set up and functional ahead of sessions, including displays, conferencing systems, and microphones
Keep the Multi-Use Production Space and its equipment organized and in good working order, including recording gear, cameras, and lighting; flag maintenance or repair needs as they arise