Executive Liaison

Full-Time

Boston, MA or Springfield, MA (Hybrid)

The Opportunity

We're looking for a highly motivated, engaged, and experienced Executive Liaison to provide administrative support. Activities include coordinating and planning monthly team meetings and offsite sessions, partnering with teams across the division while managing complex calendars of senior leaders, and providing backup support to other administrative support professionals across the Investment Management division. This team requires someone who enjoys working in a fast-paced environment, is comfortable taking on complex administrative tasks and enjoys working in partnership with others both on our team and across the enterprise. This position is based in Boston, with a hybrid schedule.

• This is a multi-faceted role in which you will take initiative and operate in an autonomous way, utilizing a proactive approach to anticipate and fulfill the administrative needs for 2-3 senior leaders from IM
• You'll have a positive, supportive and professional demeanor working with numerous internal partners across the enterprise
• Our administrative support needs to possess high attention to detail and strive to deliver high quality product accuracy and organization while being an active partner on our team. Your responsibilities will include, but not be limited to the following:
• Calendar management: accept/decline, establish intimate knowledge of meeting requests to prioritize and make decisions on behalf of the leader, and proactively resolve calendar conflicts
• Schedule meetings; interface with executive support teams across the enterprise to coordinate schedules, reserve appropriate conference rooms, prepare room and required materials for meetings' needs.
• Work closely with executive assistants/liaisons across the company to plan and prioritize meetings and events
• Prepare bi-weekly and monthly meeting agendas and take minutes as needed, including circulating action items for follow-up.
• Finalize high-level materials; review/edit/audit materials prepared by team (e.g., agendas, executive committee materials, PowerPoint slides, Excel files)
• Respond to inquiries (both written and verbal) as needed
• Order supplies and company items needed by co-located and remote employees
• Proactively identify facility/equipment/system issues; Submits service requests for equipment/system issues; Submits MAC requests as needed
• Schedule travel arrangements and reconcile travel expenses in Concur as needed
• Support the onboarding and off-boarding activities of contingent resources
• Participate in ad hoc projects

• High school diploma (or equivalent diploma)
• A minimum of 5+ years of related experience with executive administration, office manager, or similar roles

• Bachelor's Degree
• 7+ 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
• Proficient working knowledge of Power Point, Excel, Ariba, Concur, and other technology required to support an execution 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
• Can-do, positive attitude and comfortable working with portfolio managers, senior executives, internal legal counsel and external stakeholders
• 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
• Previous experience working in a financial services/insurance organization

• Regular meetings with Strategy and Planning team
• Focused one-on-one meetings with your manager
• Access to mentorship opportunities
• Networking opportunities including access to Asian, Hispanic/Latinx, African American, women, LGBTQ, veteran and disability-focused Business Resource Groups
• Access to learning content on Degreed and other informational platforms
• Your ethics and integrity will be valued by a company with a strong and stable ethical business with industry leading pay and benefits