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 organizations-gathering 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: • Bachelor's 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: $59,000-$84,000
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.
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 communities-inviting bold thinking, collaborative problem-solving, and purpose-driven innovation. Here, you'll 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 what's 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 hereto 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 Life's leadership in this space.
Recognized as one of Fortune's World's Most Admired Companies, New York Life is committed to improving local communities through a culture of employee giving and volunteerism, supported by the Foundation. We're 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 www.NewYorkLife.com.
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