Senior Administrative Assistant to the VP of Procurement (AA3)

  • Competitive
  • New York, NY, USA
  • Permanent, Full time
  • New York Life Insurance Company
  • 20 Nov 17 2017-11-20

Senior Administrative Assistant to the VP of Procurement (AA3)

New York Life Insurance Company ("New York Life" or "the company") is the largest mutual life insurance company in the United States*. Founded in 1845, New York Life is headquartered in New York City, maintains offices in all fifty states, and owns Seguros Monterrey New York Life in Mexico.

New York Life is one of the most financially strong and highly capitalized insurers in the business. The company reported 2015 operating earnings of $1.875 billion. Total assets under management at year end 2015, with affiliates, totaled $528 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 Third Party Ratings Report as of 8/11/15).

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 Senior Administrative Assistant position will provide administrative support to the VP of Procurement and staff. The ideal candidate must have excellent organizational skills, exceptional attention to detail, and strong verbal and written communication skills. This individual will be flexible and agile as priorities change, work effectively with other administrative assistants, and be able to handle confidential information with tact and professionalism. The ideal candidate will possess strong decision making skills that impact the quality, timeliness and effectiveness of the executive's day-to-day work.

Responsibilities of the role include, but are not limited to:

  • Handle all aspects of administrative support of the VP in a timely and professional manner
  • Utilize Microsoft Office Suite to assist VP with presentations and reporting
  • Manage the VP's calendar and daily priorities, and assist with the day-to-day operations of their department
    Work with current and prospective vendors
  • Act as the main point of contact in managing vendor relations and scheduling meetings
  • Manages the VP's e-mails and files for recordkeeping
  • Assist with written communications
  • Coordinate monthly/quarterly departmental meetings
  • Handle heavy meetings planning/coordination and phone coverage, including managing incoming external calls with professionalism
  • Coordinate daily internal communication
  • Review and process invoices and expense reports in a timely manner
  • Order and maintain supplies, and handle other administrative duties as assigned
  • Attendance - Monitor, track and update attendance for division area
  • Provide assistance to the Procurement team

Requirements of the role include:
  • Bachelors degree preferred
  • Minimum of 5 years administrative experience supporting senior level executives in a corporate environment
  • Demonstrated experience using Microsoft Office including Word and PowerPoint and Excel. Ability to create professional communications and reports using Word. Ability to draft and format presentations in PowerPoint. Foundational Excel experience and skills to create charts, diagrams and tables of data.
  • Experience with vendor relations
  • Excellent organization skills; exceptional attention to detail and follow-up in a timely manner
  • Ability to assist with written communication
  • Ability to multi-task and set priorities; flexibility in a fast-paced corporate environment
  • High level of professionalism with strong interpersonal skills
  • Strong written and verbal communication skills
  • Demonstrated ability to maintain confidentiality; good judgment and diplomacy

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* Based on revenue as reported by "Fortune 500, Ranked within Industries, Insurance: Life, Health (Mutual)," Fortune Magazine, June 15, 2015. See for methodology.
1. Operating earnings is the key measure use by management to track Company's profitability from ongoing operations and underlying profitability of the business. This indicator is based on generally accepted accounting principles in the US(GAAP), with certain adjustments Company believes to be appropriate as a measurement approach ( non GAAP), primarily the removal of gains or losses on investments and related adjustments.
2. Assets under management represent Consolidated Domestic and International insurance Company Statutory assets (cash and invested assets and separate account assets) and third party assets principally managed by New York Life Investment management Holdings LLC, a wholly owned subsidiary of New York Life Insurance Company.