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New York Life Insurance Company HQ


Jobs

Executive Assistant – Finance

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Posted on: February 4, 2020 Apply Now
Part-Time Job Financial Services, Logistics, & Management, Healthcare, Pharmaceuticals, & SciencesExpires June 4, 2021

Immediate needPrioritize, expedite, complete, and log all the general service work and client questionsReply to email, telephone, or face to face enquiries while prioritizing level of urgency.Organize and set better practices with calendarPre-meeting prep: organize, schedule, and prep meetings and appointmentsProvide general support to visitors, guests, and clientsPost-meeting tasks: document meeting/conversation topics, create to-do list, and followup timesCarry out administrative duties such as filing, typing, copying, binding, scanning etcProduce and distribute correspondence memos, letters, faxes and formsWrite letters and emails on behalf of other office staff (general marketing materials and understanding of MOD, sales central, and SMRU)Answer and direct phone callsTechnologyGenerate and maintain contact lists: Be sure all prospect clients are logged in sales central and contact information is up-to-dateCreate and pull reports from Sale Central to phone on, birthday lists, annuities out of surrender, agechanges, term conversions/yearly convertibles, conversion credits, etc.Office MaintenanceOrder office supplies to various offices to be delivered directly to office in addition to updated business cards, letter head, etc.Maintain supplies inventoryEnsure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniquesReceive, sort and distribute the mailPrepare and monitor invoices- log and categorize all invoices and receiptsGeneralHandle multiple projects simultaneouslyMaintain professional and technical knowledge by attending educational workshops; reviewingprofessional publications; establishing personal networks; participating in professional societiesHandle sensitive information in a confidential mannerCoordinate office procedures, resolve administrative problemsGrowth (first year)Identify areas for improvement and create systems and processes to develop and update administrative systems to make them more efficientGrowth (next two years)Develop administrative staff by providing information, educational opportunities and experiential growth opportunitiesDevelop and maintain a digital filing system: This is a 3-year goal, getting all the paper files in various offices into a digital and portable format. Maintain computer and manual filing systems-including moving manual into a digital formatRequirementsOptimistic outlookTech savvyProven admin or assistant experienceKnowledge of office management systems and proceduresExcellent time management skills and ability to multi-task and prioritize workAttention to detail and problem solving skillsExcellent written and verbal communication skillsStrong organizational and planning skillsProficient in MS OfficeProfessionalismStrong verbal Communication skillsVision of Teamwork aligned with the team mission

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