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Executive Assistant II

Employer
Liberty Mutual Insurance
Location
Boston, Massachusetts
Salary
Not Specified
Closing date
Jun 8, 2019

Job Details

Career Opportunity:

The GRM U.S. Digital team is hiring an Executive Assistant in our new WeWork location, located at 501 Boylston Street. As an EA, you will provide administrative support to two Senior Managers which includes support of executive calendars, coordination and optimization of executive travel plans, preparation of materials for meetings, triage phone calls, voice mails and e-mails, and help to keep the senior managers be more productive with their time and to work as efficiently and effectively as possible. This role will also function as the Office Manager for the WeWork space.

Responsibilities:

  1. Identifies the preferred method of support for assigned executives and appropriately accommodates the working style. Partners with executive(s) to help them be more efficient and effective with their time, consistently maintaining strong communication.

  2. Assists executive(s) in calendar planning. Acts as a gatekeeper to include prioritization of meetings and managing scheduling conflicts. Keeps the executive(s) informed of changes.

  3. Assists the executive(s) with preparing for meetings, to include preparing materials, obtaining materials in advance, distributing materials, and keeping the executive on schedule. Obtains appropriate support for virtual attendees as we as various media needs and other logistics.

  4. Provides phone coverage and screens/triages calls and voice mail. Greets and assists planned guests and manages unannounced visitors.

  5. Optimizes travel arrangements (transportation, accommodations, agenda) based on the executives travel needs and preferences. Manages complex itineraries, to include any changes. Enables remote decision-making. Processes related expenses.

  6. Coordinates and/or assists with team meetings (staff meetings, all-hands meetings, quarterly on-sites/off-sites, team gatherings, etc.) May assist with event planning.

  7. Prepares, updates and organizes information for inclusion in huddle boards, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format and arrangement of material.

  8. Sorts, screens and distributes incoming and outgoing mail for the executive(s). May highlight particular information of interest and/or curate reading material.

  9. Assists in keeping the executive(s) well organized, to include online retrieval and archiving of documents as well as supporting the Companys records and retention schedule.

  10. Serves as Office Manager for WeWork space, which includes being the point person for office operations and procedures, working with WeWork management and vendors, ordering office supplies, and providing general support to visitors.

Note: This position will work full time in the WeWork building located at 501 Boylston St.

Qualifications:

  • Excellent organizational skills, time management skills and attention to detail, to include anticipating needs and being proactive

  • Knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, etc.) records management systems, and other business procedures and terminology.

  • Displays high degree of professionalism in order to maintain confidential information, deal with people tactfully, and help establish strong relationships and positive communication

  • Skills normally acquired through an Associate`s degree (or equivalent) and 5 years of relevant administrative experience, to include prior experience providing support at the management level.

Benefits:

We value your hard work, integrity and commitment to positive change. In return for your service, its our privilege to offer you benefits and rewards that support your life and well-being. To learn more about our benefit offerings please visit: https://LMI.co/Benefits

Overview:

At Liberty Mutual, we give motivated, accomplished professionals the opportunity to help us redefine what insurance means; to work for a global leader with a deep sense of humanity and a focus on improving and protecting everyday lives. We create an inspired, collaborative environment, where people can take ownership of their work; push breakthrough ideas; and feel confident that their contributions will be valued and their growth championed.

Were dedicated to doing the right thing for our employees, because we know that their fulfillment and success leads us to great places. Life. Happiness. Innovation. Impact. Advancement. Whatever their pursuit, talented people find their path at Liberty Mutual.

Company

When people have a sense of security, they are free to relax, venture out, and live their lives. This is the feeling Liberty Mutual brings to the world every day. Founded in 1912, we are a global leader in property and casualty insurance, focused on protecting and preserving the lives and dreams of customers in more than 30 countries. With over 50,000 employees throughout the world, we offer you the chance to work for an evolving, growing company with a deep sense of humanity and a commitment to diversity and philanthropy. Join our team and go to work knowing that what you do matters. Because really it does.

 

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