Senior Executive Assistant - Business Support

| Greater Boston Area

SUMMARY

MassMutual Institutional Investments is looking for a highly motivated and experienced Senior Business Assistant with advanced administrative skills to support a fast based and growing client facing business unit.

This position will report to the Head of Institutional Investments providing executive support to the business unit leadership along with overall business, project and client support.

This exciting role reflects the significant growth of the Institutional Investments business and it will provide a great opportunity to grow alongside the Investments team.

RESPONSIBILITIES

In this multi-faceted role, the Senior Business Assistant will take initiative and operate in an autonomous proactive way; utilizing a strong, proactive, multi-tasking approach to anticipate and fulfill both executive and business support needs. The assistant will be an active and critical member on the team, involved in coordinating, planning, reporting and communicating as well as helping with all client facing activities.

  • Calendar management for Head of Institutional Investments and assigned business leaders: accept/decline, establish intimate knowledge of meeting requests in order to prioritize and make decisions on behalf of leaders, and proactively resolves calendar conflicts
  • Manage and coordinate department travel, conference and event attendance registrations, hotel, transport as needed
  • Prepares and submits timely and accurate invoices/expenses for leadership team; reconciles and manages department purchase card; Trains quickly for business expenses compliance requirements under FINRA
  • Schedule meetings, conferences and events; interface with executive assistants to coordinate schedules, reserve appropriate conference rooms, catering orders, prepare room and required materials for meetings’ needs.
  • Prepare high quality meeting and offsite agendas, prepare for staff and strategy meetings and take minutes at meetings to circulate action items for follow-up
  • Composes and maintain reports and documents with little input required
  • 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
  • On-Board new members of the team to MassMutual
  • Participate in ad hoc projects and unanticipated business needs
  • Create powerpoint presentations, spreadsheets, and templates with limited assistance
  • Build and maintain systems and processes as needed to address business needs

Client and Business Support:

  • Finalize high-level client and internal presentation materials; review/edit/format semi-final draft materials (e.g. communications, letters, PowerPoint slides, Excel exhibits) to produce a polished final product.
  • Planning for 4 Off sites a Year and at least 2 client entertainment events
  • Planning and Coordination of Annual Credit Due Diligence held with senior executives at MassMutual
  • Clean up of client lists in CRM systems
  • Proactive management of gifts/cards/mailings to client base
  • Provides program/project-related support as needed
  • Support in marketing campaign rollouts
  • Client meeting prep – base level research on firm, finalizing materials and creating powerpoints
  • Coordinate conference calls and business trips working with executives of client firms
  • Proactively identify communication needs across the business

BASIC QUALIFICATIONS

  • Performs routine administrative support proactively with high level of efficiency and accuracy
  •  Demonstrates openness to stepping up as urgent situations or ad-hoc needs arise and follow through
  • High level of attention to detail and accuracy – proactive mind-set
  • High level of organizational skills with demonstrated efficiency
  • Quick, with ability to prioritize especially under pressure
  • Strong ability to work autonomously but in a collaborative environment
  • Ability to make discretionary decisions within reason
  • Proficient working knowledge of both Ariba and Concur system applications
  • High level of comfort with advanced versions of Microsoft Office suite (Word, Excel, PowerPoint)
  • Knowledge of Lean Management (Huddle Boards, Operational Metrics, etc.)
  • Experience working in the Financial Services Industry in a client facing business unit with Sales and Client Management targets
  • Great front line polished manner; good at relationship building
  • Ability to leverage technology - PowerPoint, Microsoft Office, Outlook, Concur, Ariba, Box.com
  • Authorized to work in the United States without sponsorship now or in the future

PREFERRED QUALIFICATIONS

  • Bachelor’s Degree Preferred
  • 5-10 years relevant experience preferred
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Location

470 Atlantic Avenue, Boston, MA 02110

An Insider's view of MassMutual

How do you collaborate with other teams in the company?

As a Product Owner, I spend most of my time collaborating with others across different business units. On any given day, I could be spending time brainstorming design concepts of upcoming features with our design team or assisting them with presenting these concepts to outside users as part of our user testing process.

Ryan

Digital Product Owner

What makes someone successful on your team?

Successful people on my team are: passionate, curious, receptive, and engaged. Each team member is expected to be passionate about the work that they do, and the domains in which they practice. They are always solving unique problems and must be curious about finding new solutions.

David

Digital Lead

What’s the vibe like in the office?

We work in an open floor plan, so there is a lot of opportunity for networking across roles, teams and levels. Everyone is very friendly and welcomes the opportunity to get to know other people on the floor.

Kristina

Digital Product Manager

What are MassMutual Perks + Benefits

MassMutual Benefits Overview

At MassMutual, employees have the opportunity to earn a competitive salary and bonus, enroll in an
array of benefits, and participate in programs and services that support healthy lifestyles, assist them
in building financial security for themselves and their families and help them live well-balanced lives.

Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Disability Insurance
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Wellness Programs
Retirement & Stock Options Benefits
401(K)
401(K) Matching
Child Care & Parental Leave Benefits
Child Care Benefits
Generous Parental Leave
Adoption Assistance
Vacation & Time Off Benefits
Generous PTO
Paid Volunteer Time
Paid Holidays
Paid Sick Days
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