Flourish Office & Executive Coordinator

Massachusetts Mutual Life Insurance Company (MassMutual) • $73K — $92K *
New York, NY 10025In-Person
Business Services
Less than 5 years of experience
Today
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Job Overview by Ladders

Qualifications

  • 2+ years in administrative, office management, or executive assistant roles, preferably in fast-paced environments.
  • Exceptional organizational skills with the ability to manage multiple priorities effectively.
  • Strong verbal and written communication abilities; clear, professional, and emotionally intelligent messaging.
  • Resourceful problem-solver with a proactive, 'no task is too small' attitude.
  • Proficiency in Google Workspace and travel/expense management tools.
  • Physical capability to lift/move items up to 25 lbs and maintain energy across the day.
  • Must pass a fingerprint background check due to regulatory requirements.

Responsibilities

  • Act as a professional liaison between executives and stakeholders, managing communication and sensitive information seamlessly.
  • Manage and optimize complex executive calendars, addressing scheduling conflicts with determination.
  • Coordinate comprehensive travel arrangements, including itineraries and accommodations.
  • Oversee the timely and accurate handling of monthly executive expense reports.
  • Serve as the first point of contact for the office, warmly welcoming visitors and clients.
  • Maintain a clean and organized office environment, ensuring operational effectiveness throughout the day.
  • Manage inventory for office supplies and snacks, establishing good vendor relationships.

Benefits

  • Full-time in-office position providing vibrant workplace culture.
  • Opportunities for professional development within a growing company.
  • Dynamic team environment with a focus on employee well-being and team cohesion.
  • Engagement in team activities, including outings and celebrations.
Full Job Description
About You

You're the kind of person who naturally notices what needs doing and jumps in to help. Instead of waiting for directions, you enjoy figuring things out on the fly and clearing roadblocks before anyone else even notices them. On the EA side, you're the calm in the storm-handling crazy schedules, last-minute travel changes, and sensitive info with caution. On the office side, you genuinely care about the vibe of the workspace, whether that means keeping the office stocked and safe or welcoming guests with a smile.

You're a natural connector who can chat with anyone. You take pride in the details that make a workplace feel like a community-whether you're planning a team outing, putting together awesome welcome swag for a new hire, keeping the kitchen stocked with the good snacks, or sorting out event logistics. Simply put, your organizing wizardry and positive energy are what keep our team and office running smoothly.

About the Role

We are looking for a high-energy, detail-oriented, and proactive Office & Executive Coordinator to join our team. This is a unique role that is 50% Executive Assistant (EA) supporting our Executive team and 50% Office Manager.

You will be the heartbeat of our office, ensuring our day-to-day operations run flawlessly while providing elite administrative support to our executive leadership team. This is a full-time, in-office position supporting a vibrant team of ~115 people (with roughly 100 working in our New York office daily).

If you are a master multitasker who loves creating a welcoming environment and can seamlessly pivot from managing a CEO's calendar to restocking the cold brew, we want to hear from you.

Principal Responsibilities
Executive Support (50%)
  • Gatekeeping & Communication: Act as a professional liaison between executives and internal/external stakeholders, with polished, effective communication, handling confidential information with total discretion.
  • Calendar Management: Proactively manage, prioritize, and optimize complex calendars for designated executives, navigating scheduling conflicts with perseverance.
  • Travel Coordination: Arrange end-to-end travel, including flights, hotels, ground transportation, and detailed itineraries.
  • Expense Management: Track, compile, and submit monthly expense reports for executives in a timely and accurate manner.
Office Management & Culture (50%)
  • Front Desk & Hospitality: Act as the first point of contact for the office. Warmly greet and register visitors, clients, and candidates, ensuring a stellar first impression.
  • Daily Office Operations: Maintain a clean, organized, and fully functional office environment. This includes brewing morning coffee, loading/unloading dishwashers, and tidying common areas/conference rooms throughout the day.
  • Inventory & Vendor Management: Keep the office fueled by ordering, receiving, and stocking snacks, beverages, and office/kitchen supplies. Manage relationships with building management and local vendors (cleaning, catering, IT support).
  • Mail & Logistics: Handle incoming and outgoing mail, packages, and couriers.
  • Team Culture Support: Assist in planning and executing internal office events, happy hours, team lunches, and celebrations.


Qualifications
  • 2+ years of experience in an administrative, office management, or executive assistant role-ideally in a fast-paced or growing company.
  • Elite organizational skills and the ability to juggle multiple competing priorities without dropping the ball.
  • Exceptional verbal and written communication skills; you are professional, clear, and possess high emotional intelligence. You are polished and concise in your messaging to the team and on behalf of executives.
  • A "no task is too small" attitude. You are resourceful and a natural problem-solver who anticipates needs before they arise.
  • Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets), as well as expense management and travel booking tools (Concur).
  • Ability to be on your feet, lift/move boxes of snacks or office supplies (up to 25 lbs), and maintain high energy throughout the day.
  • The role is an in-office position Monday through Friday
  • Due to the nature of this position, as part of the background check process, candidates must be able to pass a fingerprint background check to qualify as a fingerprinted person under FINRA. For roles requiring registration, additional regulatory screenings may apply, including a review of Form U5 disclosures and other relevant licensing information.


Preferred Qualifications
  • Bachelor's Degree
  • Notary Public


Salary Range:
$73,000-$92,000

At MassMutual, we focus on ensuring fair equitable pay, by providing competitive salaries, along with incentive and bonus opportunities for all employees. Your total compensation package includes either a bonus target or in a sales-focused role a Variable Incentive Compensation component.

About Massachusetts Mutual Life Insurance Company (MassMutual)

Massachusetts Mutual Life Insurance Company (MassMutual) Careers

Joining the team at Massachusetts Mutual Life Insurance Company (MassMutual) offers more than just a job; it opens the door to a world of job opportunities where professional growth and personal development are encouraged and nurtured. Massachusetts Mutual Life Insurance Company (MassMutual) stands as a beacon of innovation, leadership, and diversity in the insurance industry.

Explore Career Opportunities

Massachusetts Mutual Life Insurance Company (MassMutual) is actively hiring and offers a variety of positions that cater to different skills and career aspirations. From entry-level roles to leadership positions, the company seeks passionate, creative, and solution-driven team players. Explore the numerous job opportunities at Massachusetts Mutual Life Insurance Company (MassMutual) to find a position that matches your skills and interests.

Internship Programs

Kickstart your career with Massachusetts Mutual Life Insurance Company (MassMutual)'s internship programs. These opportunities provide invaluable industry experience, networking prospects, and a chance to work on real projects that impact the company and its clients. Internships at Massachusetts Mutual Life Insurance Company (MassMutual) are a stepping stone to full-time employment and offer a deep dive into the culture and operations of a leading insurance provider.

Employee Benefits and Culture

Massachusetts Mutual Life Insurance Company (MassMutual) is committed to supporting its team members not only in their professional lives but also in their personal growth. The company offers comprehensive benefits designed to nurture the well-being of its employees and their families. The culture at Massachusetts Mutual Life Insurance Company (MassMutual) is built on a foundation of respect, integrity, and diversity, fostering an environment where everyone can thrive.

Professional Development and Growth

Career growth at Massachusetts Mutual Life Insurance Company (MassMutual) is propelled by continuous learning and development opportunities. The company invests in diversity training, leadership programs, and innovation workshops to ensure that every team member has the resources to advance their career. Employees are encouraged to expand their knowledge base and acquire new skills through various training and development programs.

Networking and Innovation

At Massachusetts Mutual Life Insurance Company (MassMutual), networking and innovation go hand in hand. Employees are encouraged to connect with colleagues and industry professionals, enhancing their career prospects and contributing to the company's leadership in the market. The collaborative environment ensures that innovative ideas are shared and celebrated.

Join the Massachusetts Mutual Life Insurance Company (MassMutual) Team

Search open positions that align with your career goals at Massachusetts Mutual Life Insurance Company (MassMutual). Prepare your resume, hone your interview skills, and get ready to join a team that values leadership and professional growth. Discover how Massachusetts Mutual Life Insurance Company (MassMutual) can transform your career aspirations into reality.

Stay Connected with Massachusetts Mutual Life Insurance Company (MassMutual) Careers

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Explore Jobs and Careers at Massachusetts Mutual Life Insurance Company (MassMutual)

Whether you are seeking a new challenge, a leadership role, or a collaborative team environment, Massachusetts Mutual Life Insurance Company (MassMutual) offers a dynamic and supportive workspace for everyone. Check out the latest job openings and embark on a rewarding career journey with Massachusetts Mutual Life Insurance Company (MassMutual).
Learn more about Massachusetts Mutual Life Insurance Company (MassMutual)
Industry
Finance & Insurance
* Ladders Estimates

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