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Senior Executive Assistant II

4 months ago

Boston, Massachusetts, United States Liberty Mutual Insurance Full time
Pay Philosophy

The typical starting salary range for this role is determined by a number of factors including skills, experience, education, certifications and location. The full salary range for this role reflects the competitive labor market value for all employees in these positions across the national market and provides an opportunity to progress as employees grow and develop within the role. Some roles at Liberty Mutual have a corresponding compensation plan which may include commission and/or bonus earnings at rates that vary based on multiple factors set forth in the compensation plan for the role.


Description

Global Risks Solutions (GRS), Liberty Mutuals global business which operates in nearly thirty countries, seeks a Senior Executive Assistant to support the President, Global Risk Solutions. As part of the Office of the President team, this role operates in a fast-paced, highly matrixed, exciting and complex environment with accountability to the Senior Vice President (SVP), Business Alignment.

This is an exciting and high-profile opportunity that requires extraordinary tact and diplomacy, agility, strategic thinking, resourcefulness, problem solving, meticulous attention to detail, consistent reprioritization, and clear, timely communication. Exceptional executive presence is required for this position. You will partner closely with the alignment team for special projects on behalf of the GRS President. Flexibility and willingness to pivot are cornerstones to success in this role.

Specifically, the executive assistant is responsible for developing and executing highly effective methods around managing and resolving conflicts with the GRS Presidents calendar, coordinating and optimizing global and domestic travel plans, preparing materials for meetings, triaging phone calls, supporting email management and keeping the President on schedule. The executive assistant will be required to effectively engage and collaborate with members of the President's Office, Corporate Air, Security and the Executive leadership team's EA's

This is a Boston based position, with a hybrid working schedule that aligns with the President and alignment team. The individual should have flexibility for in-office support when the President is in the office and offsite support where needed, that may include travel.

Responsibilities:

  • Calendar Management: Accountable for calendar planning and execution. Prioritization meetings and managing scheduling conflicts, seeking alignment team input where needed. Develop, maintain and continuously improve processes for calendar alignment cadence. Communicate daily updates, proactively problem solving and making recommendations around new requests and potential conflicts. Proactively plan for time away from work and external commitments. Clear communication will be essential with the Office of the President in order to coordinate weekly planning meetings, including but not limited to the following:
    • Prioritize the Presidents schedule using high level understanding of the Presidents objectives and goals; proactively looking ahead to adjust the Presidents schedule as needed for time-sensitive and priority issues
    • Just-in-time and annual calendar planning, including standard calendar
    • Conflict management
    • Maintain one-source-of-truth for key inputs into calendar management
    • Enable appropriate transparency with the GRS leadership team so they can plan accordingly
  • Travel Management: Arrange and optimize travel arrangements (transportation, accommodations, agenda) based on travel needs and preferences. Manages complex itineraries, to include any changes. Enables remote decision-making. Processes related expenses. Coordinate complex travel arrangements including international and domestic travel; including itineraries and processing required documentation for international travel.
  • Meeting Effectiveness: Assist the GRS President with preparing for meetings, to include preparing materials in partnership with the Office of the President, obtaining materials in advance (targeting 24-48 hours prior), distributing materials, and keeping her on schedule. Obtain appropriate support for virtual attendees as well as various media needs and other logistics. While scheduling, clear communication is needed to the appropriate partners and alignment team to ensure the GRS President is prepared.
  • Phone Coverage: Provide phone coverage and screen/triage calls and voice mail. Greet and assist planned guests.
  • Team meetings/event: Partner with the GRS Alignment Office around coordinating and/or assisting with team meetings (staff meetings, all-hands meetings, on-sites/off-sites, team gatherings, etc.) May assist with event planning. Accountable for being up to speed on these meetings and events and flagging issues/conflicts that surface. Ready to engage as a team player and support as needed.
  • Administrative Support: Prepare, update, and organize information for reports, correspondence, presentations, budgets, etc. (including PowerPoint presentations). Edit documents for accuracy, format, and arrangement of material. May conduct research. Opportunity to help build/implement new organizational tools to track workflow and projects for the President
  • Mail Management: Sort, screen, and distribute incoming and outgoing mail for the GRS President. Should highlight information of interest and/or curate reading material.
  • Email Management: Assist in keeping the executive highly organized, to include online retrieval and archiving of documents as well as supporting the Companys records and retention schedule.
Qualifications
  • Advanced knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, etc. advanced PowerPoint skills required for this role) records management systems, and other business procedures and terminology.
  • Excellent organizational skills, time management skills and attention to detail, to include regularly anticipating needs and being proactive
  • Displays high degree of professionalism in order to maintain confidential information, helps establish strong relationships and demonstrates executive presence when interacting with a variety of stakeholders globally
  • Excellent ability to read and respond to subtle clues and react with situational appropriateness
  • Bachelors degree (or equivalent) and 7+ years of relevant administrative experience, to include prior experience providing support at the executive level.
  • Prior experience supporting c-level executives in a financial services organization is strongly preferred.
About Us

At Liberty Mutual, our purpose is to help people embrace today and confidently pursue tomorrow. Thats why we provide an environment focused on openness, inclusion, trust and respect. Here, youll discover our expansive range of roles, and a workplace where we aim to help turn your passion into a rewarding profession. We value your hard work, integrity and commitment to make things better, and we put people first by offering you benefits that support your life and well-being. To learn more, please visit

Liberty Mutual has proudly been recognized as a Great Place to Work by Great Place to Work US for the past several years. We were also selected as one of the 100 Best Places to Work in IT on IDGs Insider Pro and Computerworlds 2020 list. We have been named by Forbes as one of Americas Best Employers for Women and one of Americas Best Employers for New Graduatesas well as one of Americas Best Employers for Diversity. To learn more about our commitment to diversity and inclusion please visit:

Liberty Mutual is an equal opportunity employer. We will not tolerate discrimination on the basis of race, color, national origin, sex, sexual orientation, gender identity, religion, age, disability, veterans status, pregnancy, genetic information or on any basis prohibited by federal, state or local law.

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