Executive Assistant

The Opportunity

We’re looking for a highly motivated and experienced Executive Assistant to provide administrative support to our Head of Claims.  This role involves working closely with the leadership team, handling various tasks to streamline work and communications. As an individual contributor, you will provide personalized assistance, ensuring smooth operations and effective communication.

Your responsibilities will range from coordinating, planning, reporting, communication, and organization including managing and maintaining calendar activity, coordinating travel, handling incoming calls and emails, and responding to information requests in a timely and confidential manner.We require someone who is proactive, detail-oriented, agile, and possesses exceptional organizational and communication skills, including proven presentation/PowerPoint skills.

The Team

The Claims Organization is proud to be here to honor the ultimate promise of MassMutual and offer a personalized and exceptional claims experience when it matters most for our policyholders and their loved ones. We are your servicing organization for Annuity & Income Settlement, Disability, and Life Insurance Claims. Our proactive service delivery model enables us to provide an efficient, accurate and empathetic experience for our policyholders and advisors.

The Impact

This is a multi-faceted role in which you will take initiative and operate in an autonomous way, utilizing a proactive approach to anticipate and fulfill the administrative needs for the Head of Claims and members of the Claims Leadership Team.  Our Executive Assistant will have a high attention to detail, deliver accurate and quality work, be highly organized and be an active partner on our team. In addition, they will provide backup support to other administrative support professionals as needed.

Your responsibilities will include, but not be limited to the following:

• Calendar management for Senior Leadership: accept/decline, establish intimate knowledge of meeting requests to prioritize and make decisions on behalf of leaders, and proactively resolve calendar conflicts.

• Coordinate travel needs for senior leadership; prepare and submit expense reports.

• Overall budget tracking and management for all Claims cost centers.  Prepare and submit invoices/expenses, including those for vendor relationships.

• Schedule meetings, conferences, and events; interface with executive support team to coordinate schedules, prepare meetings agendas, reserve appropriate conference rooms, take meeting minutes/notes as needed, circulate action items for follow-up, submit catering orders, prepare room and required materials for meetings.

• Compose and maintain reports and documents with little input. 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.

• Proactively identify facility/equipment/system issues and work through the proper channels to resolve them.

• Submit Move, Transfer and New Hire requests as needed.

• Participate in ad hoc projects.

The Minimum Qualifications

• High School Diploma.

• 2+ years' experience in an Executive Assistant, Operational Support or Project Management role.

• 2+ years’ experience with Microsoft Office suite (Word, Excel, Power Point and Outlook).

The Ideal Qualifications

• Associate or Bachelor's Degree, preferably in project management or business administration.

• At least 5+ years of experience in an Executive Assistant role.

• At least 1+ years' experience working in the Financial Services Industry.

• At least 1+ years' experience with Ariba and Concur system applications.

• At least 1+ years of experience planning, preparing budget and expense activities.

• Additional qualification as personal assistant would be considered an advantage. Experience in a clerical or administrative field is a plus for the position.

• Exemplary planning and time management skills, adept at coordinating and managing executive schedules and preparing them for travel and meetings.

• Exposure to budget and expense activities.

• Ability to multitask and prioritize daily workload.

• High level verbal and written communications skills.

• A positive, professional, and supportive demeanor with a strong focus on the customer. Discretion and confidentiality.

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

• Demonstrated ability to communicate effectively using verbal and written methods to all levels of the organization.

• High level of attention to detail and organizational skills.

• Strong ability to prioritize and work autonomously in a collaborative environment.

• Ability to make discretionary decisions within reason.

What to Expect as Part of MassMutual and the Team

• Regular meetings and engagement with the Claims Organization.

• Focused one-on-one meetings with your manager(s).

•  A comprehensive/competitive benefits package.

•  Strong work-life balance.

• Access to mentorship opportunities.

• Networking opportunities including access to Asian, Hispanic/Latinx, African American, Women’s Leadership, LGBTQ, Veteran, Young Professional and Disability-focused Business Resource Groups.

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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.