Executive Liaison

The Opportunity

We’re looking for a highly motivated, engaged, and experienced Executive Liaison to provide administrative support. The candidate will possess acute attention to detail and strive to deliver high quality accuracy and organization while being an active partner on our team. Activities include coordinating and planning monthly and quarterly team meetings and offsite sessions; managing complex travel needs and related expense reconciliation; partnering with teams across the division while managing a complex calendar for a member of the Investment Management (IM) Senior Leadership Team. This team requires someone who enjoys working in a fast-paced environment, is comfortable taking on complex administrative tasks and enjoys working in partnership with others both on our team and across the enterprise. This position is based in Boston, with a hybrid schedule.

The Team

The Planning and Enablement Team is part of the Investment Management (IM) Strategy and Governance Organization. The Strategy and Governance team drives IM’s strategy forward, optimizing governance and decision-making processes, analyzes, and establishes common metrics, processes, and tools and supports key internal and external stakeholders in progressing the IM target operating model. The team is also responsible for coordinating the department’s strategic initiatives, Investment Compliance, Investment Due-Diligence and Investment Data Strategy and Governance.

The Impact

This is a multi-faceted role in which you will take initiative and operate in an autonomous way, while utilizing a proactive approach to anticipate and fulfill the administrative needs for the Head of Alternative and Private Equity and team. Responsibilities will include, but not be limited to the following:

• Calendar management: accept/decline, establish intimate knowledge of meeting requests to prioritize and make decisions on behalf of the leader, and proactively resolve calendar conflicts
• Organize and coordinate high level materials and agendas for weekly committee meetings, in partnership with Barings, internal MM stakeholders and MM Legal
• Schedule meetings with both internal and external stakeholders
• Interface with executive support teams across the enterprise to coordinate schedules and collaborate with executive assistants/liaisons across the company to plan and prioritize meetings and events
• Reserve appropriate conference rooms, prepare room when needed and provide required materials for meetings’ needs
• Prepare bi-weekly and monthly meeting agendas and take minutes as needed, including circulating action items for follow-up
• Manage and serve as administrator to the team’s HuddleUp board
• Finalize high-level materials; review/edit/audit materials prepared by team (e.g., agendas, executive committee materials, PowerPoint slides, Excel files)
• Respond to inquiries (both written and verbal) as needed
• Order supplies and company items needed by co-located and remote employees
• Provide backup support to other administrative support professionals across the IM division
• Act as the team’s MAC Coordinator to proactively identify facility/equipment/system issues; submits service requests for equipment/system issues; submits MAC requests as needed
• Schedule travel arrangements and reconcile travel expenses in Concur as needed
• Support the onboarding and off-boarding activities of full-time employees and new hires
• Participate in ad hoc projects

The Minimum Qualifications

• High school diploma (or equivalent diploma)
• 5+ years of related experience with executive administration, office manager, or similar roles

The Ideal Qualifications

• Bachelor’s Degree
• 7+ years of related experience with senior executive administration, office manager, or similar roles in the financial services industry, preferably in an investment management business
• 2+ years of experience event planning, calendar management and meeting coordination
• Can-do, positive attitude and comfortable working with portfolio managers, senior executives, internal legal counsel and external stakeholders
• Team Player/Relationship Building: Collaborative with strong interpersonal skills; able to relate to and build strong relationships with diverse internal and external audiences; leverages the ability to deliver effectively
• Innovation: Continually looks within and beyond their job, anticipating business needs and opportunities
• Expertise with communication tools, like Zoom, Teams and Slack
• Expert knowledge and comfort working with advanced versions of Microsoft Office suite (Word, Excel, PowerPoint, etc.)
• Advanced proficiency with Concur and Workday
• Previous experience working in a financial services/insurance organization
• Proficient working knowledge of Power Point, Excel, Ariba, Concur, and other technology required to support an investment organization
• Strong communication skills with the ability to communicate effectively using verbal and written methods to all levels of an organization
• High level of attention to detail and time management, with a strong understanding of the importance of being responsive and proactive in a deadline-driven environment
• Collaborative approach, performs routine administrative support proactively and demonstrates openness to provide assistance as urgent situations or ad-hoc needs arise

What to Expect as Part of MassMutual and the Team

• Regular meetings with the Team
• Focused one-on-one meetings with your manager
• Access to mentorship opportunities
• Networking opportunities including access to Asian, Hispanic/Latinx, African American, women, LGBTQIA+, veteran and disability-focused Business Resource Groups
• Access to learning content on Degreed and other informational platforms
• Your ethics and integrity will be valued by a company with a strong and stable ethical business with industry leading pay and benefits