Executive Administrative Assistant & Office Administrator

$69,680 - $100,360/Yr

Fidelity And Guaranty Life Insurance Company - New York, NY

Full-time - Entry Level

Remote - New York, NY

Insurance Carriers and Related Activities

About the position

The Executive Administrative Assistant will provide comprehensive administrative support to the Chief Investment Officer (CIO) and the Investment team executives at Fidelity & Guaranty Life Insurance Company. This role is pivotal in ensuring the smooth operation of the New York office, which includes managing daily activities such as visitor management, work orders, deliveries, and various administrative tasks. The position reports directly to the Director, Chief of Staff, with a secondary reporting line to the Director, Workplace Services. The successful candidate will be based in the New York office and is expected to work in-office from Monday to Thursday, with remote work permitted on Fridays unless in-person attendance is required. In the capacity of Executive Assistant, the individual will manage the calendar of the CIO and team Vice Presidents, coordinating meetings and travel arrangements both domestically and internationally. This role requires a proactive approach to keep the executives informed of their commitments and responsibilities, anticipating their needs ahead of meetings and activities. The Executive Assistant will also support the preparation and timely delivery of materials for various meetings, including quarterly earnings calls and internal presentations. Additionally, the role involves planning and organizing team events in collaboration with the events planning team, ensuring all logistical aspects are handled efficiently. As part of the Office Administration duties, the Executive Administrative Assistant will greet and provide customer service to employees, contractors, and visitors, oversee visitor coordination, and maintain an updated internal visitor log. The role also includes coordinating on-site meetings and events, ensuring the proper functioning of audio-visual equipment, and maintaining the organization of office space. The individual will work closely with IT to ensure all office equipment is functional and will be responsible for submitting building work orders for maintenance needs. The position requires a high level of professionalism and the ability to handle confidential information with discretion.

Responsibilities

• Manage the calendar of the Chief Investment Officer and team VPs, including arranging meetings and coordinating travel.
• Keep the Executive informed of upcoming commitments and responsibilities, following up appropriately.
• Anticipate the Executive's needs in advance of meetings or activities.
• Support the preparation and timely delivery of materials for meetings and quarterly earnings calls.
• Plan and organize meetings and team events in collaboration with the events planning team.
• Process letters, memorandums, and reports, including confidential documents.
• Prepare PowerPoint presentations as required.
• Process site-related invoices and travel expense reports.
• Collaborate with other functional areas and Executive Assistants to complete tasks and initiatives.
• Serve as the point of contact for the organization on behalf of the CIO.
• Greet and provide customer service to employees, contractors, and visitors in the office.
• Oversee visitor coordination and maintain an updated internal visitor log.
• Coordinate on-site meetings and events, including arranging supplies and catering.
• Ensure proper functioning of audio-visual equipment in conference rooms.
• Maintain and organize office space, ensuring cleanliness and stocking supplies.
• Work with IT to ensure all office equipment and internet services are functional.
• Coordinate and submit building work orders for maintenance needs.
• Receive incoming mail and deliveries; send outgoing mail via FedEx or USPS.
• 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.
• 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 interpersonal 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 and prioritize needs.
• Ability to handle confidential information with professionalism.
• Proficient in Outlook, PowerPoint, Word, and other office software applications.

Nice-to-haves

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

Benefits

• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Tuition reimbursement
• Vision insurance