Executive Assistant
SUMMARY
MassMutual Enterprise Risk Management (ERM) is looking for a highly motivated and experienced Senior Executive Assistant. This position will provide administrative and program/project related support, jointly to the Chief Risk Officer, and solely for his direct reports based in Boston, currently the Head of Investment Risk and the Head of Risk Strategy. This exciting role reflects the significant growth of MassMutual’s presence in Boston; and will provide opportunity to grow alongside the ERM team.
RESPONSIBILITIES
This is a multi-faceted role in which the Senior Executive Assistant will take initiative and operate in an autonomous way; utilizing a proactive approach to anticipate and fulfill the local administrative needs of the CRO, the Senior Leadership Team and organization. The assistant will be involved in coordinating, planning, reporting and communicating. The assistant will manage and maintain calendar activity, coordinate travel, handle incoming telephone calls and respond to information requests. This will include coordinating meetings and conferences with both internal and external sources, compiling information from various sources for routine inquiries and reports; analyzing data and preparing regularly scheduled reports. The assistant will provide backup support to other administrative support professionals as well.
- Calendar management for assigned 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
- Budget liaison (reports provided to budget coordinate which contains information on invoice/vendor management for teams)
- Prepares and submits invoices/expenses; reconciles and manages department purchase card
- 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 meeting agendas and take minutes at meetings to circulate action items for follow-up
- Composes and maintain reports and documents with little input required
- Finalize high-level materials; review/edit/format semi-final draft materials prepared by leaders (e.g. communications, letters, PowerPoint slides, Excel exhibits) to produce a polished final product.
- Provides program/project-related support
- Proactively identify communication needs across the business
- Draft correspondence on behalf of leader and/or department with little/some input
- 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
- Participate in ad hoc projects
- Create presentations, spreadsheets, and templates with limited assistance
- Build and maintain systems and processes as needed to address business needs
- Answer and screening telephone calls
- Schedule travel arrangements
BASIC QUALIFICATIONS
- Collaborative approach, performs routine administrative support proactively and demonstrates openness to provide assistance as urgent situations or ad-hoc needs arise
- High level of attention to detail
- High level of organizational skills
- Strong ability to prioritize
- Strong ability to work autonomously in a collaborative environment
- Ability to make discretionary decisions within reason
- Proficient working knowledge of both Ariba and Concur system applications
- Expert knowledge and comfort working with advanced versions of Microsoft Office suite (Word, Excel, PowerPoint, etc..)
- Ability to leverage technology - PowerPoint, Microsoft Office, Outlook, Concur, Ariba, Box.com
- Knowledge of Lean Management (Huddle Boards, Operational Metrics, etc.)
- Experience working in the Financial Services Industry
- Relationship building
- Authorized to work in the United States without sponsorship now or in the future
PREFERRED QUALIFICATIONS
- Bachelor’s Degree preferred
- 8+ years relevant experience preferred