Executive Administrative Assistant

3 days ago

New York, New York, United States FGL Holdings Full time
Job Summary

The Executive Administrative Assistant will provide high-level administrative support to the CIO and Investment team executives. This role will be responsible for coordinating daily operations in the New York office, including visitor management, work orders, deliveries, and administrative support.

This role reports to the Director, Chief of Staff, with a secondary reporting connection to the Director, Workplace Services, and will be based out of the New York office.

This role requires an in-office schedule Monday-Thursday, 8:00 AM-5:00 PM, with remote work permitted on Friday, unless needed in person.

Key Responsibilities
  1. Manage the calendar of the Chief Investment Officer and team VPs, including arranging meetings and coordinating associated domestic and international travel.
  2. Work closely with the Executive to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.
  3. Anticipate the Executive's needs in advance of meetings or upcoming activities.
  4. Support the preparation and timely delivery of materials for various internal and external meetings, quarterly earnings calls, as well as questionnaires.
  5. Plan and organize meetings, and team events in collaboration with the events planning team; end-to-end, both on-site and off-site.
  6. Process letters, memorandums, and reports, including some of confidential nature.
  7. Prepare PowerPoint presentations, as required.
  8. Process site-related invoices, travel, and expense reports. Work with the Finance team to proactively resolve issues, as they arise.
  9. Effectively collaborate with other functional areas and other Executive Assistants to complete tasks and initiatives.
  10. Serve as the point of contact for the organization on behalf of the CIO.
Office Administration
  1. Greet and provide customer service to employees, contractors, and visitors in the office.
  2. Oversee visitor coordination and keep an updated internal visitor log.
  3. Coordinate on-site meetings and events, including arranging facility and meeting supplies, data entry, catering, visitor and guest registration, on-site assistance, etc.
  4. Ensure proper functioning of audio-video equipment in conference rooms for meetings, and have IT resources on standby for any issues.
  5. Maintain and organize office space, including ensuring cleanliness, and stocking office and break areas, and hospitality refrigerators.
  6. Work with IT to ensure all office equipment and internet services are functional.
  7. Coordinate and submit building work orders into tenant portals for building maintenance, lighting, HVAC, or security.
  8. Receive incoming mail and deliveries; send outgoing mail via FedEx or USPS.
  9. Maintain awareness of and help promote emergency, security, and safety policies.
Requirements

High School Diploma required; Bachelor's Degree preferred.

Minimum of 5 years prior experience in executive-level administrative support activities.

Minimum of 2 years experience in supporting a multi-person team preferred.

Knowledge, Skills, and Abilities:

  • Ability to work as part of a team and interact effectively with others.
  • Pleasant and professional demeanor and appearance.
  • Self-motivator with strong organizational and intra-personal skills.
  • Highly organized and comfortable working in a fast-paced environment.
  • Strong attention to detail.
  • Excellent written and verbal communication skills.
  • Knowledge of general administrative protocols.
  • Ability to understand the objectives of work assigned in order to revise/adjust workload and prioritize immediate needs.
  • Ability to handle confidential information.
  • Ability to resolve issues with professionalism.
  • Proficient in Outlook, PowerPoint, Word, and other typical office software applications.
Additional Requirements

Primarily (80%+) on-site role.

Perform other functions, duties, and projects as assigned.

Regular and punctual attendance.

First Aid, CPR, and AED certification, preferred or ability to obtain.

Some travel may be required (less than 10%).

The targeted hourly rate range for this role is $33.50/hr - $48.25/hr. Actual hourly rate may be above or below this range based on factors such as location, skills, relevant experience, operational needs, internal parity, and other considerations permitted by law.

Certain roles are eligible for additional compensation such as annual bonus. These awards are allocated based on individual and company performance.

In addition to competitive pay, we offer our full-time employees the following benefits: medical, dental, vision, a 401(k) plan and company match, short-term and long-term disability coverage, basic life insurance, holidays, personal days, wellness incentives, tuition reimbursement, among others. To find out additional details about our competitive benefits package, visit our benefits page on our website.

#IND-HP

#LI-MK1

Additional Information

Work Environments

F&G believes in an employee-centric flexible environment, which is why we offer the ability for in-office, hybrid, and remote work arrangements. During the hiring process, you'll work with your leader to decide what works best for your role.

F&G complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities, unless such accommodation would cause an undue hardship for F&G. If reasonable accommodation is needed to participate in the job application or interview process, please contact

Join our employee-centric hybrid work environment: F&G Careers

About F&G

Since 1959, Fidelity & Guaranty Life Insurance Company (F&G) has offered annuity and life insurance products to those who are seeking security in retirement and protection during life's unexpected events.

As a national Top Workplace1, an Iowa Top Workplace2, and a proud equal opportunity employer, F&G team members are empowered, collaborative, dynamic, and authentic. We believe that by embracing these values, we will continue to build and strengthen the company while continuing to be a great place to work.

1Top Workplaces USA

2Des Moines Register Top Workplaces

Notice for all Applicants who are California residents under the California Privacy Rights Act. Please click here to review the policy.

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