Executive Assistant to Finance Senior Vice President

  • Competitive
  • New York, NY, USA New York NY US
  • Permanent, Full time
  • New York Life Insurance Company
  • 22 Jul 18 2018-07-22

Executive Assistant to Finance Senior Vice President

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.

The Executive Assistant reports to and supports the Senior Vice President and CFO for the Insurance & Agency Finance team, and will be responsible for a variety of administrative responsibilities (some complex and detailed) including but not limited to those reflected below. This individual will be the first point of contact between the SVP & CFO, as well as both internal and external partners.

General Profile:

  • Effectively maintain and manage all aspects of Senior Vice President's complex business calendar
  • Coordinate and schedule all meetings, arrange dinners, handle travel reservations, and organize conference-calls/video conferences
  • Work in tandem with Chief of Staff as a liaison with his direct reports in the Home Office, Austin, Tampa, and Mexico
  • Manage calls, assist callers, take messages and/or route as appropriate; may also handle written correspondence
  • Monitor and manage SVP's email to ensure that all communications are addressed
  • Order supplies for the SVP and the department as needed
  • Manage travel needs and prepare/reconcile travel expenses as well as process all other expenses
  • Process and reconcile Procurement Card monthly statement
  • Coordinate logistics for Town Halls including IT needs, room set-up, and catering
  • Negotiate favorable pricing agreements with vendors for offsite meetings
  • Prepare draft correspondence emails for review with Senior Vice President
  • Organize existing files and create new files as needed
  • Ensure SVP has all materials (2 days) in advance of scheduled meetings
  • Coordinate newsletter for bi-weekly staff meeting with direct reports
  • Monitor and approve attendance for SVP's direct reports
  • Develop and maintain strong relationships with other Executive Assistants; may provide back-up on occasion
  • Manage ad hoc projects as needed

Functional Knowledge:
  • College degree preferred
  • Minimum of 10 years of relevant work experience supporting senior level executive(s) in a corporate environment
  • Proficient in Outlook, MS Office (Word, Excel, PowerPoint)
  • Excellent organizational skills and attention to detail
  • Strong interpersonal skills with a high level of professionalism
  • Communicates in a clear and professional manner
  • Possesses a clear understanding of priorities and sense of urgency

Problem Solving:
  • Must be able to handle complex, confidential, and diverse requests for information from internal senior leaders and external parties
  • Must be able to multi-task and work under pressure in a fast-paced environment

Decision Making/Nature of Impact:
  • Must be able to prioritize assignments and handle matters on behalf of the SVP with minimal direction. Requires autonomy and extensive use of judgement.
  • Must be able to handle multiple projects/tasks simultaneously and demonstrate a strong sense of urgency in completing responsibilities

  • Calendar management (in particular) is high volume in this position.
  • This position is based in New York City.


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