Executive Liaison

MassMutual•Boston, MA

7d•Hybrid

About The Position

We are seeking a highly motivated and experienced Executive Liaison to provide senior-level administrative support. This role requires strong attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. Responsibilities include managing complex calendars for senior Investment Management (IM) leaders, coordinating meetings and offsites, handling travel arrangements and expense reconciliation, and partnering across the division to ensure effective planning and execution. The ideal candidate is highly organized, collaborative, and proactive in delivering high-quality support. This position is based in Boston or Springfield with a hybrid schedule.

Requirements

High school diploma (or equivalent diploma)
A minimum of 3+ years of related experience with executive administration, office manager, or similar roles
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
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

Nice To Haves

Associate’s Degree
5+ 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
Previous experience working in a financial services/insurance organization

Responsibilities

Own complex calendar strategy by proactively prioritizing and protecting dedicated focus time, coordinating scheduling across multiple time zones, and efficiently resolving conflicts.
Maintain a deep understanding of the executive’s priorities to make informed decisions on their behalf, including accepting/declining meetings and appropriately reprioritizing requests.
Draft, edit, and proofread executive communications (e.g., email, memos, presentations, talking points, excel exhibits) with strong attention to voice, tone, and accuracy.
Proactively identify and execute communication needs across the department.
Coordinate recurring operating rhythms (staff meetings, leadership reviews, governance forums).
Capture action items as needed.
Track follow-ups and ensure closure.
Assist with planning cycles and deliverables (e.g., priorities, Demand Capacity metrics, quarterly strategy reviews).
Maintain team distribution lists and organizational materials.
Support onboarding/offboarding logistics.
Arrange extensive domestic and international travel.
Manage detailed itineraries and changes.
Prepare and submit expense reports.
Ensure compliance with company policies.
Coordinate budget items including invoice/vendor management for Corporate Technology teams.
Plan and execute executive meetings, conferences, leadership offsites, and team events (virtual and in-person), including venue/logistics coordination, vendor management, and attendee communications.
Interface with the executive support team and/or the Event Planning Team, to coordinate schedules, reserve appropriate conference rooms, catering orders, prepare room and required materials for meetings.
Maintain organized digital filing and version control for executive materials.
Handle sensitive information with discretion.
Apply records and retention guidelines.
Identify opportunities to streamline administrative processes and meeting cadences.
Leverage technology tools (e.g., Microsoft 365) to improve efficiency and transparency.
Support business continuity and resilience efforts by assisting with OER planning and preparedness activities, maintaining required documentation, coordinating annual validations and testing, and partnering with stakeholders to ensure readiness, risk awareness, and effective response to business disruptions.