Job Requisition ID: 94159
Location Designation: Hybrid - 3 days per week
About the RoleThis 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.
Executive Support:Calendar & Scheduling- 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
Travel & Logistics- 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
Expenses- Process and reconcile expense reports accurately and on time
- Manage receipts, vendor invoices, and budget coding
- Flag anomalies and ensure compliance with company policies
Events- 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
Innovation and Insights Lab Operations:Space Management & Scheduling- 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
Vendor & Facilities Coordination- 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
AV & Equipment Support- 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
Qualifications & Experience:Required- 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
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Job Level: LEVELAA4Pay TransparencySalary Range: $73,500-$105,000
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 individual's experience, skills, qualifications, and job location. Additionally, employees are eligible for an annual discretionary bonus. In addition to base salary, employees may also be eligible to participate in an incentive program.
Our BenefitsWe 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 hereto discover more about our comprehensive benefit options or visit our NYL Benefits Site.
