Executive Liaison

Executive Liaison, Brand and Marketing

Full-time (hybrid), Boston Office

The Opportunity

This is a multifaceted role, for a highly self-motivated and experienced Executive Liaison to provide administrative support to the Head of Marketing and Brand as well as support to the Head of Strategy and Planning on the Marketing and Brand team. This position is designed for someone who is highly proactive, enjoys working in a fast-paced environment, can handle complex administrative tasks, and operates by building strong relationships across the MassMutual organization and key external partners. This role is for a highly detail-oriented person who can manage coordinating, planning, communicating and maintaining calendar activity, travel (domestic and international), and responding to general requests. The latter includes coordinating meetings with both internal and external sources, compiling information from various sources for routine inquiries and reports, analyzing data and preparing regularly scheduled reports. The Executive Liaison will provide backup support to other administrative support professionals as well and will anticipate and proactively help manage the daily/weekly activities and needs of the Head of Marketing and Brand. 

The Team

The Marketing & Brand organization is an enterprise marketing function that strives to drive best in class marketing strategy and execution while creating exceptional customer experiences and growth for customers, products and partners.  The Marketing & Brand team centralizes Business line strategy with creative execution and measurement.  This team is responsible for driving business growth and building and communicating our core brand values and goals.

The Impact:

• The ideal candidate is confident in his/her approach and proactive in delivering on objectives, understanding the key relationships, priorities, and deliverables. 

• 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  

The Minimum Qualifications

• High School diploma

• 7+ years of relevant experience as an Executive Assistant, Liaison, Office Manager, or similar roles

• 7+ years’ experience performing Calendar management for assigned leaders: accept/decline, establish intimate knowledge of meeting requests to prioritize and make decisions on behalf of leaders, and proactively resolves calendar conflicts

• 3+ years’ experience effectively interacting with senior level management both internally and with external clients

The Ideal Qualifications

• Bachelor’s Degree

• 10+ years of relevant experience as an Executive Assistant or Liaison

• 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, Ariba, Box.com

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

What to Expect as Part of MassMutual and the Team

• Regular meetings with the Marketing and Brand team

• Focused one-on-one meetings with your manager

• Access to mentorship opportunities

• Networking opportunities including access to Asian, Hispanic/Latinx, African American, women, LGBTQ, 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

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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.

If you need an accommodation to complete the application process, please contact us and share the specifics of the assistance you need.