Executive Assistant & Innovation Lab Coordinator

Job DescriptionRequisition ID94159DepartmentExperience & Digital MarketingJob FunctionExperience & Digital MarketingLocationNew York,New York,United StatesRole Location DesignationHybrid - 3 days per weekJob Requisition ID: 94159Location Designation: Hybrid - 3 days per weekAbout the RoleWhen you join New York Life, you are joining a company that values collaboration, innovation, and inclusiveness. This Senior 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.Senior Executive Support:Calendar & SchedulingOwn all calendar management, including prioritization, conflict resolution, and proactive planningCoordinate internal and external meetings with appropriate lead time, context, and preparationAnticipate scheduling needs and protect time for strategic prioritiesTravel & LogisticsArrange all travel, accommodations, and itinerariesManage all trip logistics, including real-time changes and on-the-ground coordinationPrepare travel briefings and ensure the executive is set up for success in every locationExpensesProcess and reconcile expense reports accurately and on timeManage receipts, vendor invoices, and budget codingFlag anomalies and ensure compliance with company policiesEventsLead coordination of in-office and offsite team events, leadership meetings, and executive-sponsored gatheringsManage all logistics including venue, catering, materials, and attendee communicationsServe as the point of contact for event vendors and internal partners during planning and executionInnovation and Insights Lab Operations:Space Management & SchedulingOwn the lab calendar and booking processEnsure the space is organized, functional, and consistently prepared for useEnsure space is set up for sessions with appropriate equipment and needsTrack utilization, basic reporting, and provide support to usersVendor & Facilities CoordinationManage lab supplies, equipment, and vendor relationshipsTroubleshoot basic operational and technology issues within the spacePartner with facilities, AV, security, and visitor coordination teamsAV & Equipment SupportEnsure AV equipment is set up and functional ahead of sessions, including displays, conferencing systems, and microphonesKeep 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 ariseQualifications & Experience:RequiredHigh level of professionalism with proven experience (7+ years) supporting a C-suite or senior executive in a fast-paced environmentExceptional organizational skills and attention to detailExcellent communication (verbal and written) and interpersonal abilitiesStrong judgment and discretion with sensitive information and stakeholder relationshipsMotivated self-started with demonstrated ability to problem-solve, manage competing priorities, anticipate needs without being askedHighly flexible due to nature of working in a fast-paced corporate environmentTeam-oriented and collaborative, with the ability to work independentlyProficiency with Outlook, Teams, Zoom, Excel, and enterprise scheduling and collaboration tools#LI-JM14Pay TransparencySalary Range: $73,500-$105,000Overtime eligible: NonexemptDiscretionary bonus eligible: YesSales bonus eligible: NoActual 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 OverviewAt 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 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 here to discover more about our comprehensive benefit options or visit our NYL Benefits Site.Our Commitment to InclusionAt 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 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: 94159Read More #J-18808-Ljbffr New-York-Life