Administrative Assistant - Private Asset Management at TIAA — New York, NY

The Administrative Assistant provides administrative support and coordinates activities for specific individuals or teams, ensuring efficient office functioning through a range of responsibilities. Under moderate supervision, job provides an opportunity to play a key role in ensuring the success of daily operations for employees of all levels.

Key Responsibilities and Duties

• Maintains office inventory, facilitates supply orders and completes other general office duties.
• Supports employees with various tasks related to onboarding, appointment setting and travel arrangements.
• Provides meeting assistance through scheduling, presentation preparation and diligent note taking.
• Handles various office tasks related to communication and organization.
• Upholds organizational policy and procedures, while also ensuring office-wide coordination efforts among various teams and departments.

Educational Requirements

• High School Preferred

Work Experience

• No Experience Required

Physical Requirements

• Physical Requirements: Sedentary Work

Career Level 2IC

Preferred Qualifications:

• Bachelor’s degree
• Strong proficiency with Microsoft suite of products, specifically Excel
• Proven experience being detail oriented and organized with good follow through skills
• Able to multi-task and produce in a fast paced, team-oriented environment
• Excellent oral and written communication skills
• Strong interpersonal and customer service skills

Additional Responsibilities and Duties:

• Coordinate and communicate meetings for high-net-worth clients in multiple locations across multiple time zones
• As the voice of TIAA answer phones and route calls; provide general information to clients; refer questions and issues to appropriate staff or department for further information and problem resolution.
• Maintain calendar for executives
• Create internal/external correspondence using Microsoft Office products (Excel, PowerPoint, Word, etc.) as well as create correspondence and/or log activities in client management system (Siebel/Unified Desktop)
• Compile client data and research
• Make routine travel arrangements and complete expense reports
• Order and maintain office supplies
• Schedule and set-up internal meetings/conference calls/catering as required
• May act as liaison for office facilities and maintenance issues
• May act as liaison for vendors and ensure payment of office-related invoices
• Ad-hoc reporting/projects
• Assist teammates; cover other duties during vacations

Related Skills

Accountability, Adaptability, Administrative Support, Communication, Corporate Travel Program Management, Detail-Oriented, Employee Engagement, Executive Presence, Expense Reporting/Management, Organizational Savviness, Prioritizes Effectively, Relationship Management, Travel Expertise

Anticipated Posting End Date:

2026-07-25

Base Pay Range: $24.42/hr - $34.42/hr

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