
Job Information
MassMutual Executive Assistant in Springfield, 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 other administrative support staff 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
· Compose 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 as needed
· 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 peers and colleagues to ensure adequate support for the leaders
BASIC QUALIFICATIONS
· At least 5 years relevant experience providing administrative support to leaders and teams. May have significantly more experience.
· Demonstrated ability to effectively interact with all levels of employees and management. Able to maintain a high level of confidentiality
· Able to produce ad hoc reporting
· Deeply detail-oriented and possess strong communication and organizational skills
· Proven ability to handle multiple tasks
· 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 leaders and their teams 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
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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 (talentacquisition@massmutual.com) and share the specifics of the assistance you need.
MassMutual
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