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Executive Assistant
New York Life Insurance
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.
Executive Assistant to Chief Data Scientist
New York Life, the largest mutual life insurance company in the United States, is seeking an experienced Executive Assistant to support the Chief Data Scientist and Head of the Center for Data Science and Analytics.
New York Life was founded in 1845 and reported 2017 operating earnings of $2.06 billion and assets under management of $586 billion. The Chief Data Scientist is located in the headquarters at 51 Madison Ave in New York City.
As the Executive & Administrative Assistant, you are central to the activities that support the Chief Data Scientist (CDS) and a key ambassador for his department, the Center for Data Science and Analytics (CDSA). You are an energetic, thoughtful, positive and creative team player who loves rolling up your sleeves and keeping everything hyper-organized. You thrive in fast-moving, multi-tasking environments, remaining calm and collected while always paying exquisite attention to detail. You know how to successfully complete complex and strategic scheduling and high-level relationship management for an executive officer, using excellent judgement and knowing when to be discreet. You are motivated by a collaborative environment and are always willing to go the extra mile to make an executive’s day go smoothly.
As the most senior EA for the department, you will help with the interviewing/recruiting of an administrative assistant in early 2019 responsible for supporting other senior members of CDSA and department events administration. Once on board you will assume supervisory responsibility over this departmental admin assistant.
Responsibilities
1. Scheduling the CDS’ appointments and maintaining the calendar. Anticipating his needs for various commitments and preparing accordingly. Assuring agreed-upon amount of unscheduled time on his calendar as well as prep time for high-level meetings and travel time.
2. Handling logistics for all internal and external meetings and events, including arranging travel, accommodations, facilities and meals, as necessary.
3. Organizing CDSA departmental activities such as offsite meetings, social events, dinners, celebrations, etc.
4. Working with CDS’ Chief of Staff to ensure he has all necessary briefings and materials well in advance of meetings and events.
5. Manage incoming phone calls and correspondence (e-mail, letters, packages etc.)
6. Maintaining lists of upcoming high-level meetings, list of favorite restaurants, departmental cell phone list and potentially other operational documents.
7. Preparing the CDS’ expense reports.
8. Coordinate onboarding activities for new employees of CDSA (equipment orders, cube labeling, travel, first day activities, etc.)
9. Maintain and order all necessary supplies and materials for the department
10. Starting in 2019, partially supervise a junior admin
Required qualifications
• BA/BS degree
• 5+ years administrative experience supporting a senior level executive in a large corporate environment
• Ability to be in the office (51 Madison) and work 8:30 – 4:30. The role may also require occasional evening work (twice per month at most)
• Strong written, verbal, and communication skills with the demonstrated ability to work with all levels within the organization
• Highly organized. Ability to quickly complete all requests from CDS or come back to him with questions if needed but never to forget about, misplace or leave unresolved any request
• High level of discretion and ability to ensure complete confidentiality on all business matters
• Excellent computer skills with expert knowledge of Microsoft office programs (Outlook, Word, Excel, PowerPoint).
• Ability to juggle competing priorities, time-sensitive requests and occasional moments of pressure with a smile
• Confidence with ambiguity. Ability to develop action plans by gathering necessary information and applying judgment as to the best path forward
EOE M/F/D/V