Sr. Executive Assistant I - Liberty Mutual Investments

The Company

Liberty Mutual Investments (LMI) manages Liberty Mutual Insurance Group’s (LMIG) global financial assets across global markets and private domains to build capital and generate income. With over $100 billion in assets under management (AUM) and a team of nearly 300 investment, finance, and operations professionals located in Boston, MA, and New York, NY, LMI offers the best of both worlds — the look and feel of a boutique investment firm with the reputation and financial strength of a global leader.  

LMI has been on a transformation path to spur innovation, capitalize on deep expertise, and scale its returns on long-term flexible capital through a “one firm, one portfolio, one team” mindset. Our operating model is built on three pillars: centralized portfolio construction, asset management, and investment-enabling services. The teams are structured as Investment Business Units (IBUs) working in concert: Global Strategy & Capital Allocation, Risk Management, Global Credit Markets, Global Alternative Markets, Global Liquid Markets, and Global Investment Solutions. Our portfolio spans a broad spectrum of public and private asset classes, and we are committed to expanding our capabilities and our toolkit in furtherance of our mission. 

Job Summary:

We are seeking a highly motivated Sr. Executive Assistant that provides administrative support for executives while exercising confidentiality, tact, and diplomacy. Manages executive calendars, prepares materials for meetings, triages communications, coordinates and optimizes executive travel plans, and helps to keep executives focused and on schedule. Essence of the role is to enable executives supported to be more productive with their time and to work as efficiently and effectively as possible. This level makes decisions with minimal direction, recommendations are typically accepted by executives, and can quickly adapt to changing priorities. In addition, there is a high degree of usage for executive assistant specific support.

Responsibilities:

• Identifies the preferred method of support for assigned executives and appropriately accommodates working style. Partners with executives to help them be more efficient and effective with their time, consistently maintaining strong communication.
• Manages executive calendars. Acts as a gatekeeper to include prioritization of meetings and resolving scheduling conflicts. Keeps executives informed of changes and helps to keep them on schedule.
• Triages and responds to various forms of communications based on executive needs and preferences. Coordinates responses to requests for information, surveys, etc.
• Assists executives with preparing for meetings, to include preparing materials, setting up agendas, obtaining materials in advance, and distributing materials. May attend meetings on the executive’s behalf and liaise with external partners.
• Prepares, updates, and organizes information (using PowerPoint, Excel, Word, etc.) for inclusion in huddle boards, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
• Optimizes travel arrangements (transportation, accommodations, agenda) based on executive travel needs and preferences. Manages complex itineraries, to include any changes. Processes related expenses.
• Coordinates/assists with managing team meetings (staff meetings, town halls, quarterly on-sites/off-sites, team gatherings, etc.) whether virtual or in-person. Assists with event planning.
• Assists in keeping executives and their teams well organized, to include online retrieval and archiving on collaboration platforms such as MS Teams and SharePoint, as well as supporting the Company’s records retention schedule.
• Learns and keeps informed of new tools and technologies to further executive productivity. Identifies and communicates useful functionality and assists with troubleshooting.
• Assists with process and/or program management such as maintaining distribution lists, coordinating nominations, distributing updates, administering surveys, conducting research, obtaining resources, preparing documents, etc.

• Solid knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, Teams, Adobe Acrobat, etc.) records management systems, and other business procedures and terminology.
• Excellent organizational skills, time management skills and attention to detail, to include anticipating needs, being resourceful and proactive.
• Displays high degree of professionalism in order to maintain confidential information with discretion, deal with people tactfully, and help establish strong relationships and positive communication.
• Strong ability to read complex settings and respond to challenging people and/or circumstances with diplomacy and tact.
• Competencies typically acquired through an associate`s degree (or equivalent) and 6 to 8 years of relevant and progressively more responsible administrative experience, to include prior experience providing support at the management level.