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Executive Assistant
NYLIFE Securities, Inc.
New York, NY, United States
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New York Life Insurance Company is the largest mutual life insurance company in the United States. Founded in 1845 and headquartered in New York City, New York Life reported 2017 operating earnings of $2.06 billion. Total assets under management at year end 2017, with affiliates, totaled $586 billion.
New York Life holds the highest possible financial strength ratings currently awarded to any life insurer from all four of the major ratings agencies: A.M. Best, A++; Fitch AAA; Moody’s Aaa; Standard & Poor’s AA+ (Source: Individual independent rating agency commentary as of 8/1/17).
Financial strength, integrity and humanity—the values upon which New York Life was founded—have guided the company’s decisions and actions for over 170 years.
POSITION SUMMARY
Supporting the SVP, Chief Marketing Officer, the Executive Administrative Assistant manages the timely and organized operation of the CMO office.
The ideal candidate has excellent verbal and written communication skills, strong attention to detail and the ability to successfully manage multiple tasks at the same time, demonstrating flexibility with changing priorities. The qualified candidate will have significant responsibility, acting on behalf of the Chief Marketing Officer, and as such must be able to manage highly confidential information, work independently, and interact and partner effectively with Senior Executives, their assistants, employees at all levels of the organization, as well as external parties. As the senior most Executive Assistant role on the marketing team, this position ensures that the Marketing administrative assistants work as a team to support the entire function.
RESPONSIBILITIES INCLUDE, BUT ARE NOT BE LIMITED TO:
• Handle all aspects of administrative support in a timely and professional manner
• Actively manage telephone inquiries and meeting requests
• Greet executives’ guests and escort them to and from meetings
• Manage calendar and daily priorities for the Chief Marketing Officer, including proactively preparing briefing packages in preparation for key meetings
• Manage travel arrangements and travel expense reports
• Create, review and/or revise memos, letters, presentations and reports on behalf of executives
• Plan and coordinate meetings, conferences, and conference calls (both on-site and off-site), with high attention to detail and follow-up
• Gather and ensure the availability of all meeting materials for executives
• Prioritize and maintain filing system for mail, messages and key documents
• Print and scan documents as requested by the executives
• Maintain supplies and handle other administrative duties as assigned
• Provide back-up administrative support for other administrative assistants within Marketing to ensure coverage during business hours
Required Qualifications:
• Minimum of 10 years administrative experience supporting a senior level executive in a corporate environment
• Bachelor’s Degree preferred
• Detail oriented with strong follow-up and organizational skills
• Motivated, self-starter who can anticipate and proactively address issues
• Proficiency with Microsoft Word, PowerPoint, and Outlook
• Ability to multi-task and set priorities; flexibility in a fast-paced corporate environment
• High level of professionalism with strong interpersonal skills
• Demonstrates initiative, exercises good judgment and makes appropriate decisions
• Excellent written and verbal communication skills
• Team player who is collaborative and considers himself/herself a representative of New York Life
• Demonstrates solid problem-solving skills
• Polished and professional always
• Dependable and flexible, willing to respond to occasional high priority items after business hours
• Ability to maintain confidentiality and accuracy of data
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