Executive Assistant at MassMutual

| Greater Boston Area
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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

We currently have two Boston office locations at both 470 Atlantic Ave and One Marina Park.

An Insider's view of MassMutual

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 Adoption Team Lead

What's the biggest problem your team is solving?

You don’t think of insurance as a hotbed for innovation but the very nature of our organization, Digital Experience, is to reimagine how a 168-year old company does business with its customers. Our Design team takes pride in an inclusive design process with everyone invited to provide feedback, from Product to Engineering to QA.

Maria

Digital Lead - Design

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

How do you empower your team to be more creative?

I encourage my team to embark on ‘deep work’ at least once a week on a ‘meeting-free’ designated day. We have design reviews to brainstorm alternative ways to solve business problems from a software engineering point of view. We consider self-reflection and brainstorming to be fundamental components of creativity.

Mike

Head of Data Science Software Engineering

How do your team's ideas influence the company's direction?

One of our projects is an application we built for our Investment Mgmt team called ViPER (Visualizing Investment Portfolio Enhanced Reporting). The application makes it easy to manage reports and get insights from Data Science models. Now with ~150 active users, it reflects how we’re using DS to facilitate data driven decision processes across MM.

Jasmine

Head of Data Science - Investments Domain

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.

Culture
Volunteer in local community
Every action supporting a common cause is meaningful, and our employees make a difference in their own communities through our Matching Gift, Matching Time and Volunteer Time Off Programs.
Partners with Nonprofits
Every year, MassMutual and the MassMutual Foundation invest more than $20 million focused on advancing economic opportunity.
Intracompany committees
Daily stand up
Team owned deliverables
Open office floor plan
Diversity
Dedicated Diversity/Inclusion Staff
Highly diverse management team
More than half of our Board of Directors are comprised of women and people of color, making it one of the most diverse groups in the industry.
Unconscious bias training
Diversity manifesto
Someone's primary function is managing the company’s diversity and inclusion initiatives
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
A health care flexible spending account (FSA) allows employees to save money on a before-tax basis for eligible medical, dental and vision expenses, subject to IRS limits.
Disability Insurance
For details on short term and long term disability insurance please visit https://www.massmutual.com/-/media/files/employee_benefits.pdf
Dental Benefits
Basic Dental covers preventive and basic restorative care; Major Dental covers all that Basic covers, plus restorations and orthodontia (limits apply).
Vision Benefits
Health Insurance Benefits
To learn more about our Health and Welfare Benefits please visit: https://www.massmutual.com/-/media/files/employee_benefits.pdf
Life Insurance
For more information about our Life Insurance Benefits please visit: https://www.massmutual.com/-/media/files/employee_benefits.pdf
Wellness Programs
Onsite Gym
Retirement & Stock Options Benefits
401(K)
In addition to our 401(k), MassMutual a cash balance plan that provides an account-based pension benefit based on accruals of pay credits and interest credits.
401(K) Matching
Performance Bonus
Match charitable contributions
Every action supporting a common cause is meaningful, and our employees make a difference in their own communities through our Matching Gift and Matching Time Programs.
Child Care & Parental Leave Benefits
Child Care Benefits
Dependent care flexible spending account to allow you to set aside before tax dollars to pay for certain eligible child care expenses.
Generous Parental Leave
Leave for birth mothers of 18 weeks of fully paid leave. Non-birth mothers, fathers and adoptive parents eight weeks of fully paid parental leave.
Flexible Work Schedule
Flexible work arrangements, including telecommuting, are available in many departments across the company.
Family Medical Leave
Caregiver leave: Up to two weeks paid leave to care for a loved one. Bereavement Leave: 15 days of paid time off to grieve the loss of a loved one with the employee defining who the loved one is.
Adoption Assistance
Vacation & Time Off Benefits
Generous PTO
Paid holidays: 9 fixed and 1 floating. Vacation: starts at 19 vacation and personal days per calendar year, with increases at 5-year service intervals.
Paid Volunteer Time
Three days of paid time off is available to employees annually to give back to their communities, by sharing their time and talent with a cause close to their heart.
Paid Holidays
Paid Sick Days
Occasional illness: up to 5 days per calendar year.
Perks & Discounts
Casual Dress
Commuter Benefits
Professional Development Benefits
Job Training & Conferences
Tuition Reimbursement
Lunch and learns
Cross functional training encouraged
Promote from within
Online course subscriptions available
Customized development tracks
Paid industry certifications

Additional Perks + Benefits

To learn more about our comprehensive benefits please visit: https://www.massmutual.com/-/media/files/employee_benefits.pdf

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