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Executive Liaison

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MassMutual

2mo ago

  • Job
    Full-time
    Senior Level
  • Business, Operations & Strategy
  • $84.5K - $106.5K
  • Springfield

AI generated summary

  • You need a high school diploma, 5+ years in executive admin, strong communication skills, proficiency in Microsoft Office and Concur, and a positive, collaborative attitude.
  • You will manage calendars, schedule meetings, prepare agendas, finalize materials, respond to inquiries, arrange travel, support onboarding/offboarding, and participate in ad hoc projects.

Requirements

  • Minimum Qualifications
  • High school diploma (or equivalent diploma)
  • A minimum of 5+ years of related experience with executive administration, office manager, or similar roles
  • The Ideal Qualifications:
  • Bachelor’s Degree
  • 7+ years of related experience with senior executive administration, office manager, or similar roles in the financial services industry, preferably in an investment management business
  • 2+ years of experience event planning, calendar management and meeting coordination
  • Proficient working knowledge of Power Point, Excel, Ariba, Concur, and other technology required to support an execution organization
  • Strong communication skills with the ability to communicate effectively using verbal and written methods to all levels of an organization
  • High level of attention to detail and time management, with a strong understanding of the importance of being responsive and proactive in a deadline-driven environment
  • Collaborative approach, performs routine administrative support proactively and demonstrates openness to provide assistance as urgent situations or ad-hoc needs arise
  • Can-do, positive attitude and comfortable working with portfolio managers, senior executives, internal legal counsel and external stakeholders
  • Team Player/Relationship Building: Collaborative with strong interpersonal skills; able to relate to and build strong relationships with diverse internal and external audiences; leverages the ability to deliver effectively
  • Innovation: Continually looks within and beyond their job, anticipating business needs and opportunities
  • Expertise with communication tools, like Zoom, Teams and Slack
  • Expert knowledge and comfort working with advanced versions of Microsoft Office suite (Word, Excel, PowerPoint, etc.)
  • Advanced proficiency with Concur and Workday
  • Previous experience working in a financial services/insurance organization
  • What to Expect as Part of MassMutual and the Team
  • Regular meetings with Strategy and Planning team
  • Focused one-on-one meetings with your manager
  • Access to mentorship opportunities
  • Networking opportunities including access to Asian, Hispanic/Latinx, African American, women, LGBTQ, veteran and disability-focused Business Resource Groups
  • Access to learning content on Degreed and other informational platforms
  • Your ethics and integrity will be valued by a company with a strong and stable ethical business with industry leading pay and benefits

Responsibilities

  • This is a multi-faceted role in which you will take initiative and operate in an autonomous way, utilizing a proactive approach to anticipate and fulfill the administrative needs for 2-3 senior leaders from IM
  • You’ll have a positive, supportive and professional demeanor working with numerous internal partners across the enterprise
  • Our administrative support needs to possess high attention to detail and strive to deliver high quality product accuracy and organization while being an active partner on our team. Your responsibilities will include, but not be limited to the following:
  • Calendar management: accept/decline, establish intimate knowledge of meeting requests to prioritize and make decisions on behalf of the leader, and proactively resolve calendar conflicts
  • Schedule meetings; interface with executive support teams across the enterprise to coordinate schedules, reserve appropriate conference rooms, prepare room and required materials for meetings’ needs.
  • Work closely with executive assistants/liaisons across the company to plan and prioritize meetings and events
  • Prepare bi-weekly and monthly meeting agendas and take minutes as needed, including circulating action items for follow-up.
  • Finalize high-level materials; review/edit/audit materials prepared by team (e.g., agendas, executive committee materials, PowerPoint slides, Excel files)
  • Respond to inquiries (both written and verbal) as needed
  • Order supplies and company items needed by co-located and remote employees
  • Proactively identify facility/equipment/system issues; Submits service requests for equipment/system issues; Submits MAC requests as needed
  • Schedule travel arrangements and reconcile travel expenses in Concur as needed
  • Support the onboarding and off-boarding activities of contingent resources
  • Participate in ad hoc projects

FAQs

What is the role of the Executive Liaison?

The Executive Liaison provides administrative support, including coordinating monthly team meetings, managing complex calendars for senior leaders, and collaborating with teams across the Investment Management division.

Where is the Executive Liaison position located?

The position is primarily based in Boston, MA or Springfield, MA, with a hybrid work schedule.

What are the key responsibilities of the Executive Liaison?

Key responsibilities include calendar management, scheduling meetings, preparing meeting agendas, finalizing high-level materials, responding to inquiries, ordering supplies, scheduling travel arrangements, and supporting onboarding/offboarding activities.

What qualifications are required for this position?

A high school diploma (or equivalent) and a minimum of 5+ years of related experience in executive administration or similar roles are required.

What are the ideal qualifications for an Executive Liaison?

The ideal candidate should have a Bachelor’s Degree, 7+ years of experience in senior executive administration within the financial services industry, 2+ years in event planning, and proficiency with various technological tools, including Microsoft Office, Concur, and Workday.

Is event planning a significant part of the Executive Liaison's responsibilities?

Yes, the Executive Liaison is expected to have experience in event planning, calendar management, and meeting coordination as part of their role.

What skills are important for the Executive Liaison position?

Important skills include strong communication abilities, high attention to detail, time management, proactive problem-solving, teamwork, relationship-building, and adaptability in a fast-paced environment.

Will the Executive Liaison have opportunities for professional development?

Yes, the role includes regular meetings, mentorship opportunities, and access to learning content to support professional growth.

What type of environment will the Executive Liaison be working in?

The environment is fast-paced, requiring the ability to work autonomously and collaboratively, while managing complex administrative tasks and interacting with various stakeholders.

How will the performance of the Executive Liaison be supported by the organization?

The company promotes regular check-ins with the Strategy and Planning team, focused one-on-one meetings with the manager, and provides access to various networking and mentorship opportunities.

What kind of tools and software should the Executive Liaison be familiar with?

The Executive Liaison should be well-versed in Microsoft Office Suite (Word, Excel, PowerPoint), Concur, Workday, and communication tools like Zoom, Teams, and Slack.

MassMutual

Finance
Industry
5001-10,000
Employees

Mission & Purpose

Living mutual has always been at the core of our human existence, and it's the principle that's guided us since our founding in 1851. It's not a concept we invented, but one we champion for the simple reason that people take it for granted today. While the world would have us strive for independence, the truth is when we depend on one another, we aren't just more secure - life is happier and more fulfilling. So as we celebrate our new identity, we're reminding everyone that who we are stays the same.