Executive Liasion

Employment Type

: Full-Time

Industry

: Advertising/Marketing/Public Relations



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This is a multi-faceted role in which the Executive Liaison will take initiative and operate in an autonomous way; utilizing a proactive approach to anticipate and fulfill the local administrative needs of the Head of Marketing and Brand and some support for the Senior Leadership Team and organization. The Executive Liaison will be involved in coordinating, planning, reporting and communicating. The Executive Liaison will manage and maintain calendar activity, coordinate travel, handle incoming telephone calls and emails and respond to information requests. This will include coordinating meetings and conferences 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. This person is confident in his/her approach and proactive in delivering on objectives, understanding the key relationships, priorities, and deliverables for the Head of Marketing and Brand's daily calendar. Must be a self-starter and a strong relationship builder across the MassMutual organization as well as among key external partners , which will be critical to managing the needs of the organization.



+ 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, 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



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PREFERRED QUALIFICATIONS



+ Bachelor's Degree preferred

+ 10 years relevant experience as a Senior Level Assistant preferred

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