Executive Assistant & Innovation Lab Coordinator

Executive Assistant & Innovation Lab Coordinator

When you join New York Life, you are joining a company that values collaboration, innovation, and inclusiveness. This 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