Administrative Associate

Job Title: Administrative Associate

Location: 51 Madison Avenue, New York, NY 10010 (Hybrid Role 3 days work on-site)

Schedule: Mon/Fri Remote; Tues/Wed/Thurs Onsite

Job Description:

• The Multimedia & Design team is seeking an Administrative Associate to provide operational and administrative support for our internal creative studio within New York Life's Corporate Communications Department.
• This position plays an important role in creating a welcoming, organized, and responsive environment for employees, clients, freelancers, vendors, and guests visiting the studio, while supporting the team's day-to-day operations.

Principal Duties and Responsibilities

• Serve as the first point of contact for employees, clients, freelancers, vendors, and guests, providing a welcoming and professional experience while supporting the day-to-day operations of the studio
• Provide primary coverage for the main studio phone line and visitor access, including greeting guests and assisting with entry into the studio
• Maintain the appearance, organization, and readiness of the studio's shared spaces, including conference rooms, reception, pantry, and common areas
• Coordinate office and studio supplies, catering, maintenance requests, and other operational needs to ensure the studio is ready for daily operations, meetings, and client visits
• Provide administrative support to Multimedia & Design leadership, including calendar coordination, travel arrangements, expense reports, document preparation, meeting scheduling, and other administrative support as needed
• Coordinate purchasing requests, monitor orders and deliveries, communicate status updates, and follow through until requests are completed
• Receive and coordinate incoming and outgoing deliveries, including UPS, FedEx, and messenger services
• Support operational workflows through data entry and administrative support in MediaPulse and other internal business systems
• Assist with proofreading, formatting, and preparation of documents and presentations as needed
• Support Operations & Administration initiatives, special projects, team meetings, catered lunches, and other administrative assignments as needed

Qualifications

• Administrative experience in a corporate or professional office environment
• High School diploma or GED required; Associate's or Bachelor's degree preferred
• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and Copilot
• Comfortable learning new technologies and internal business systems, including MediaPulse
• Excellent organizational, written, and verbal communication skills
• Strong customer service and interpersonal skills
• Strong attention to detail with the ability to manage multiple priorities
• Ability to work independently and collaboratively in a fast-paced environment
• Professional, dependable, and committed to following through on assignments

Preferred Qualifications

• Experience working in corporate communications, creative, multimedia, or production environment
• Experience using MediaPulse

Working Environment

• This position provides in-person operational support for the Multimedia & Design studio and requires a regular on-site presence during the team's scheduled in-office workdays.