Senior Executive Assistant

Senior Executive Assistant

Company: Liberty Mutual Location: Boston, MA (Hybrid) Contract: Permanent

Liberty Mutual offers a hybrid work environment designed to foster collaboration, innovation, and growth. This approach balances in-person interactions for team synergy and relationship building with the flexibility of remote work for focused tasks.

About the Role

This role provides comprehensive administrative support to executives, requiring a high degree of confidentiality, tact, and diplomacy. The Senior Executive Assistant will manage executive calendars, prepare meeting materials, triage communications, coordinate travel, and ensure executives remain focused and on schedule. The primary goal is to enhance executive productivity and efficiency. This position involves making decisions with minimal direction and adapting quickly to changing priorities.

Please note: This role follows a hybrid schedule. Candidates must reside within 50 miles of the Boston, MA office and are expected to work onsite at least twice per week. Additional in-office time may be required based on team priorities.

Key Responsibilities

• Identify and accommodate executive working styles to maximize efficiency and effectiveness, maintaining strong communication.
• Manage executive calendars, acting as a gatekeeper, prioritizing meetings, and resolving scheduling conflicts.
• Triage and respond to various forms of communication based on executive needs and preferences.
• Assist executives in preparing for meetings, including gathering materials, setting agendas, and distributing information. May attend meetings on behalf of the executive and liaise with external partners.
• Prepare, update, and organize information using Microsoft Office Suite (PowerPoint, Excel, Word) and Adobe Acrobat for reports, correspondence, presentations, and budgets. Edit documents for accuracy and formatting.
• Optimize executive travel arrangements, including transportation, accommodations, and itineraries, managing any changes.
• Process-related expenses.
• Coordinate and assist with managing team meetings, both virtual and in-person, including event planning.
• Support executives and their teams with organization, including online retrieval and archiving on collaboration platforms like MS Teams and SharePoint, adhering to the company's records retention schedule.
• Stay informed about new tools and technologies to enhance executive productivity, assisting with troubleshooting.
• Assist with process and program management, such as maintaining distribution lists, coordinating nominations, distributing updates, administering surveys, conducting research, and preparing documents.

Requirements

• Solid knowledge of administrative procedures, software applications (Microsoft Office Word, Excel, PowerPoint, Teams, Adobe Acrobat), records management systems, and business terminology.
• Excellent organizational skills, time management, and attention to detail, with a proactive and resourceful approach.
• Demonstrated professionalism in handling confidential information with discretion and interacting with people tactfully.
• Strong ability to navigate complex situations and respond to challenging individuals or circumstances with diplomacy.
• Associate degree (or equivalent) and 6 to 8 years of relevant, progressively responsible administrative experience, including prior experience supporting management level.