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MassMutual Executive Assistant in Boston, Massachusetts

RESPONSIBILITIES

· 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 Liaisons and 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.

· Provide program/project-related support

· Proactively identify communication needs across the business

· Draft correspondence on behalf of leader and/or department with minimal 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, and system issues; Submits service requests for equipment and 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

· Schedule detailed travel arrangements

· Support with physical technology needs, including but not limited to all desktop, laptop, mobile, conference room AV and phone needs

· Assist with general office needs as well as coordinating onboarding for new team members

· Assist with larger group initiatives as needed

· Partner with your peers and colleagues to ensure adequate support for the executive team

BASIC QUALIFICATIONS

· 8 years relevant experience as a Senior Level Assistant

· Demonstrated ability to effectively interact with senior level management both internally and with external clients

· Able to maintain a high level of confidentiality

· Able to produce ad hoc reporting for senior leaders

· Deeply detail-oriented and possess strong communication and organizational skills

· Proven ability to handle multiple tasks, react and think quickly

· Dedicated and take initiative

· Self-starter with a strong sense of ownership and involvement

· Able to seek clarification or assistance when needed

· Desire to work as a true partner with the Executive and their team and can anticipate their needs

· Collaborative approach, performs routine administrative support proactively and demonstrates openness to provide assistance as urgent situations or ad-hoc needs arise

· Strong ability to prioritize

· Strong ability to work autonomously in a collaborative environment

· Ability to make discretionary decisions within reason

· Prior working knowledge of both Ariba and Concur system applications

· Demonstrated experience working with advanced versions of Microsoft Office suite (Word, Excel, PowerPoint, etc..)

· Ability to leverage technology - PowerPoint, Microsoft Office, Outlook, Concur, Teams, Slack, Zoom, Jira, Ariba, Box.com

· Knowledge of Lean Management (Huddle Boards, Operational Metrics, etc.)

· Authorized to work in the United States without sponsorship now or in the future

PREFERRED QUALIFICATIONS

· Bachelor’s Degree preferred

· 10 years relevant experience as a Senior Level Assistant preferred

MassMutual is an Equal Employment Opportunity employer Minority/Female/Sexual Orientation/Gender Identity/Individual with Disability/Protected Veteran. We welcome all persons to apply. Note: Veterans are welcome to apply, regardless of their discharge status.

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