Executive Assistant

| Greater Boston Area

If this sounds like a fit, we’re looking to hire a Executive Assistant to join our Institutional Solutions team.

Why we need you.

We’re growing, and our clients deserve the best. As a Executive Assistant you’ll have an opportunity to support a fast based, dynamic and growing client facing institutional business unit.  In this role, as well as all roles within MassMutual, you will demonstrate accountability, agility, a dedication to be inclusive, a strong business acumen, and will show courage, even in the most difficult situations. We also highly value strong communication skills, a passion for learning, leadership traits, resilience and self-awareness.

What success looks like:

This position will report to the Head of Institutional Investments providing support to grow the overall business with its multiple associated projects, events and ongoing client management support.

What your days and weeks will include:

In this multi-faceted role, the Senior Business Assistant will take initiative and operate in autonomously; demonstrate a strong, proactive, multi-tasking approach to anticipate and fulfill the units 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 and business generation activities.

  • Event Planning - Internal
    • Team meetings: Planning, organizing and executing from start to finish all business team off-sites and extended group meetings
    • National Sales Conference: On-site or Off-Site. Work closely with Leadership Team for complete planning of venue, structure, guest speaker invitations; interface with executive assistants to coordinate schedules
    • Reserve appropriate venues, catering orders and attend to all details for a seamless event
    • Coordinate with members of team to develop and prepare top quality meeting and offsite agendas thoughtfully and with attention to detail
    • Take minutes at meetings to circulate action items for follow-up
  • Client Events, Conference Planning and Support to Sales Teams
  • Manage and coordinate department conference schedules, calendars; sponsorship payments, registrations, materials prep; group hotel, transport as needed across the group working with other support members of team
  • Plan, organize and execute long distance high quality client entertainment and dinner events
  • Support to Regional adviser events planned in 2020 working closely with Head of Field Sales and Marketing teams
    • Proactive management of gifts/cards/mailings/announcements/changes as needed to a large client and prospect base
    • Client meeting prep – conduct base level research on client firm, prepare full travel package, CRM notes, slide decks etc before travel
    • Coordinate conference calls and business trips working with executives of client firms
    • Support as needed any and all external facing activity
  • Presentation decks and Inventory management
    • Create advanced PowerPoint decks for all internal and external needs of leadership team
    • Manage versions; finalize high-level client and internal presentations; review/edit/format semi-final draft materials (e.g. communications, letters, PowerPoint slides, Excel exhibits) to produce a polished final product
    • Manage spreadsheets and working templates with limited assistance
    • Regularly update data and maintain a complete inventory of slide presentations organized by event, date and speaker
  • Database management
    • Organize and maintain shared reports and documents for easy access with little direction
    • Update CRM systems regularly and improve processes as needed to address changing and growing business
    • Clean up of client lists - Provide quick access to up to date and comprehensive client lists across the department at short notice from one centralized source
  • Ongoing Business Support
    • Prepare for staff huddles and strategy meetings with meeting takeaways and action items
    • Support in financial budget/forecasts
    • Provides program/project-related support as needed
    • Proactively identify communication needs across the business
  • Unanticipated client and business Support
  • Help on-board/train new members of the team to MassMutual provide logistical support

The qualifications that are needed for this role:

  • Direct Experience: Prior experience in a similar business support role in a fast paced client facing unit
  • Organization & Planning: Performs support with high level of organization, efficiency and competence
  • Flexibility: Demonstrates openness to stepping up as urgent situations or ad-hoc needs arise and follow through
  • High Quality: High level of attention to detail and accuracy with strong eye for advancing presentation quality and aesthetics
  • Multi-tasking: Ability to prioritize especially under pressure
  • Team Player: Strong ability to work autonomously but in a collaborative environment; ability to make discretionary decisions within reason
  • Professionalism: Great front line polished manner; good at relationship building across teams
  • Authorized to work in the United States without sponsorship now or in the future

Skills and Knowledge:

  • Exceptionally well versed in advanced PowerPoint; High level of comfort with advanced versions of Microsoft Office suite (Word, Excel, PowerPoint)
  • CRM and Salesforce helpful
  • Knowledge of Lean Management (Huddle Boards, Operational Metrics, Box etc.)
  • Direct experience coordinating events with multiple departments and teams
  • Experience working in the Financial Services Industry in a client facing business unit with Sales and Client Management targets
  • Experience working with executives
  • Strong Ability to leverage technology - PowerPoint, Microsoft Office, Outlook, Concur, Ariba, Box.com; Skype; Zoom

Additional skills that make you a great fit:

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

Read Full Job Description

Technology we use

  • Engineering
  • Product
  • Sales & Marketing
    • .NETLanguages
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    • ExpressFrameworks
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    • Microsoft SQL ServerDatabases
    • MongoDBDatabases
    • PostgreSQLDatabases
    • SQLiteDatabases
    • TeradataDatabases
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    • IllustratorDesign
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    • PhotoshopDesign
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    • Aha!Management
    • BasecampManagement
    • ConfluenceManagement
    • JIRAManagement
    • TrelloManagement
    • WordpressCMS
    • HubSpotCRM
    • SalesforceCRM
    • SendGridEmail

Location

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

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.

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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