Senior Administrative Assistant

Location Designation : Hybrid - 3 days per week

Job Title : Senior Administrative Assistant Client Service Operations & Client Readiness (Internal Level : AA3)

This role can be located in Bethlehem PA & or Chicago IL

Overview :

The Administrative Assistant will provide high-level administrative and operational support to the Head of Client Service Operations (CSO) and the Head of Client Readiness (CR). This role requires exceptional organizational communication and coordination skills to manage executive priorities support leadership initiatives and facilitate communication across two large GBS Service organizations.

The ideal candidate is a proactive professional who thrives in a fast-paced matrixed environment and possesses advanced proficiency in Microsoft products with emphasis in PowerPoint and demonstrated ability to create visually compelling executive materials.

Key Responsibilities :

Executive Support - Manage complex calendars for two senior executives ensuring effective scheduling and prioritization of meetings.

Prepare review and submit expense reports for CSO and CR leaders in a timely and accurate manner.

Coordinate travel arrangements logistics and itineraries as needed.

Communication & Documentation

Prepare and edit executive PowerPoint presentations with strong visual and communication impact.

Document organize and distribute meeting notes ensuring action items are tracked and followed up.

Maintain leadership documentation and support initiative tracking through shared drives or collaboration tools.

Operational Coordination

Facilitate strategic initiative tracking for both organizationsgathering content from initiative owners and publishing monthly updates or dashboards.

Organize and support logistics for key leadership meetings and events (onsite events town halls strategic planning sessions etc.).

Create and maintain a Leadership SharePoint site ensuring content accuracy accessibility and ease of navigation.

Required Skills and Competencies

Technical / Software Skills

Microsoft Office Suite (Advanced proficiency) :

PowerPoint : Building executive-level presentations creating visual models templates and storyboards.

Excel : Basic data organization action tracking and status reporting.

Outlook : Calendar and email management for multiple leaders.

Word : Professional documentation and meeting minutes.

SharePoint : Site creation content maintenance permissions management and collaboration setup.

Microsoft Teams / Zoom : Virtual meeting scheduling coordination and follow-up.

Expense Reporting Systems : (e.g. Concur or similar platform experience preferred).

Soft Skills & Core Competencies

Organization and Prioritization : Manages multiple tasks shifting priorities and tight deadlines efficiently.

Communication : Excellent written and verbal communication; ability to communicate professionally with senior leaders.

Attention to Detail : High accuracy in documentation scheduling and reporting.

Discretion and Confidentiality : Handles sensitive information appropriately.

Initiative and Proactivity : Anticipates needs of executives and takes ownership of outcomes.

Collaboration : Works effectively across teams and departments to ensure smooth coordination.

Problem Solving : Demonstrates resourcefulness and adaptability in dynamic environments.

Education & Experience Requirements :

Bachelors degree preferred (Business Administration Communications or related field).

Equivalent experience may be considered.

5 years of administrative experience supporting senior or executive-level leaders.

Experience in a large corporate or professional services environment preferred.

Proven track record managing complex calendars and coordinating large-scale events or initiatives.

Familiarity with financial services consulting or global business environments is an asset.

This role can be located in Bethlehem PA & or Chicago IL

Pay Transparency

Salary Range : $59000-$84000

Overtime eligible : Nonexempt

Discretionary bonus eligible : Yes

Sales bonus eligible : No

Actual base salary will be determined based on several factors but not limited to individuals experience skills qualifications and job location. Additionally employees are eligible for an annual discretionary addition to base salary employees may also be eligible to participate in an incentive program.

Company Overview

At New York Life our 180-year legacy of purpose and integrity fuels our future. As we evolve into a more technology- data- and AI-enabled organization we remain grounded in the values that drive lasting impact.

Our diverse business portfolio creates opportunities to make a difference across industries and communitiesinviting bold thinking collaborative problem-solving and purpose-driven innovation. Here youll find the rare balance of long-standing stability and forward momentum supported by an inclusive team that honors tradition while embracing progress.

As a Fortune 100 mutual company we offer a place to grow your skills contribute to meaningful work and deliver solutions that matter. Your ideas drive whats next and your growth powers it.

Our Benefits

We provide a full package of benefits for employees and have unique offerings for a modern workforce including leave programs adoption assistance and student loan repayment programs. Based on feedback from our employees we continue to refine and add benefits to our offering so that you can flourish both inside and outside of work. Click here to discover more about our comprehensive benefit options or visit our NYL Benefits Site .

Our Commitment to Inclusion

At New York Life fostering an inclusive workplace is fundamental to who we are and how we serve our communities. We have a longstanding commitment to creating an environment where individuals can contribute their best and succeed together. This foundation is rooted in our core values of humanity and integrity ensuring that every employee feels valued and supported. By embracing a broad range of perspectives and experiences we achieve greater success and fulfill our promise of providing financial security and peace of mind to families across all communities. Click here to learn more about New York Lifes leadership in this space.

Recognized as one of Fortunes Worlds Most Admired Companies New York Life is committed to improving local communities through a culture of employee giving and volunteerism supported by the proud that due to our mutuality we operate in the best interests of our policy owners. To learn more about career opportunities at New York Life please visit the Careers page of .

Visit our LinkedIn to see how our employees and agents are leading the industry and impacting communities.

Visit our Newsroom to learn more about how our company is constantly evolving to meet our clients and employees needs.

Job Requisition ID : 92814

Required Experience :

Senior IC

Key Skills

Quicken,Time Management,Microsoft Office,Microsoft Outlook,Microsoft Word,Office Experience,Microsoft Powerpoint,Microsoft Excel,Sharepoint,Administrative Experience,Microsoft Outlook Calendar,Word Processing

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 59000 - 84000