Sr. Executive Assistant I - Liberty Mutual Investments

Liberty Mutual•New York, NY

10d

About The Position

Liberty Mutual Investments (LMI), the investment firm for Liberty Mutual Group, invests more than $120 billion globally and has over 350 investment, finance, and operations professionals in Boston and New York. LMI invests across public and private markets and a range of asset classes and industries, including real estate, digital infrastructure, healthcare, renewable energy, and technology. The Sr. Executive Assistant I provides administrative support to executives with confidentiality, tact, and diplomacy. The role manages calendars and communications, prepares meeting materials, coordinates travel, and helps executives stay focused and on schedule. It enables executives to use their time productively and work efficiently. This position makes decisions with minimal direction, adapts quickly to changing priorities, and provides a high degree of executive-specific support. The role also supports team meetings, events, records management, and administrative processes, while learning and communicating about tools and technologies that can improve executive productivity.

Requirements

Solid knowledge of administrative procedures, software applications, records management systems, and business procedures and terminology.
Knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, and Teams, and Adobe Acrobat.
Excellent organizational and time-management skills and attention to detail, including the ability to anticipate needs and be resourceful and proactive.
Professionalism and discretion in handling confidential information, tact in dealing with people, and the ability to build strong relationships and positive communication.
Ability to read complex situations and respond to challenging people or circumstances with diplomacy and tact.
An associate degree or equivalent.
Six to eight years of relevant, progressively responsible administrative experience, including prior experience supporting management-level executives.

Responsibilities

Identify and accommodate the preferred support methods and working styles of assigned executives.
Partner with executives to improve their effectiveness and efficiency, maintaining strong communication.
Manage executive calendars, prioritize meetings, resolve scheduling conflicts, communicate changes, and help executives stay on schedule.
Triage and respond to communications according to executive needs and preferences.
Coordinate responses to information requests, surveys, and similar inquiries.
Prepare executives for meetings by preparing materials and agendas, obtaining materials in advance, and distributing them.
Attend meetings on an executive’s behalf when needed and liaise with external partners.
Prepare, update, and organize information using tools such as PowerPoint, Excel, and Word for reports, correspondence, presentations, budgets, and other materials.
Edit documents for accuracy, formatting, and organization.
Arrange and optimize executive travel, including transportation, accommodations, agendas, and itinerary changes; process related expenses.
Coordinate or assist with team meetings, including staff meetings, town halls, quarterly on-sites or off-sites, and team gatherings, whether virtual or in person.
Assist with event planning.
Help executives and teams stay organized, including retrieving and archiving information through collaboration platforms such as MS Teams and SharePoint and supporting the company’s records retention schedule.
Keep informed about new tools and technologies that could improve executive productivity, communicate useful functionality, and assist with troubleshooting.
Assist with process and program management, including maintaining distribution lists, coordinating nominations, distributing updates, administering surveys, conducting research, obtaining resources, and preparing documents.