Administrative Business Associate

Job Description

Job Description

All Boston Mutual employees who interact with our policyholders, our producers, and our BML associates embrace the principles of our brand and service philosophy. We are all brand ambassadors. Both our words and our behaviors matter. We share a common service philosophy and pride ourselves in living the BML brand promises every day, one interaction at a time.

The following statements represent what Boston Mutual stands “FOR” – it is what makes us different and better in the market we serve.

• We are FOR being a progressive life insurance company offering financial peace of mind to working Americans and their families.
• We are FOR providing practical and affordable products designed for those we serve.
• We are FOR making it easy to secure a level of financial protection with a portfolio of products – beginning with life insurance.
• We are FOR providing a personalized customer experience to our policyholders and producers.
• We are FOR acting in the best interests of our policyholders, producers, employees, and the communities in which we live and serve – representing the goodness of mutuality in all we do.

We do our best to:

• Demonstrate a desire to assist.
• Listen to understand and respond empathetically.
• Explain things in a manner that is easy to understand.
• Be knowledgeable students of our business.
• Take full ownership to resolve questions and issues.
• Be professional, polite, and courteous.
• Leave our customers and associates “better than where we found them.

Position Overview:

The Administrative Business Associate provides high-level administrative support to an Executive Leader and a Vice President, reporting directly to the Chief of Staff. This role requires exceptional organizational skills, a high degree of confidentiality, and the ability to manage competing priorities in a fast-paced environment. Key responsibilities include calendar management, event planning (on-site and off-site), budget and financial support, approval of contracts and invoices within assigned limits, collaboration with the administrative team, and backup support for other business associates as needed. The company is committed to the professional growth of its employees, offering opportunities for continued career development and training.

Key Responsibilities:

Executive & Administrative Support

• Manage complex calendars for the Executive Leader and Vice President, including scheduling meetings, appointments, and events.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
• Prepare and process expense reports accurately and promptly.
• Act as a gatekeeper by screening calls, emails, and correspondence while maintaining the utmost discretion.
• Draft, edit, and proofread communications, presentations, and reports with a high level of confidentiality.
• Approve contracts, invoices, and expenses on behalf of the executives within an authorized limit of $XX, ensuring compliance with company policies.
• Review and process purchase orders and vendor agreements in alignment with organizational standards.

Budget Support

• Assist leaders in preparing and managing budgets for departmental and project-related expenses.
• Track expenditures, reconcile budgets, and ensure compliance with financial guidelines.
• Generate reports and provide insights into budget performance, identifying potential cost-saving opportunities.
• Partner with finance teams to process invoices and ensure timely payments to vendors.

Event Planning & Coordination

• Plan, coordinate, and execute on-site and off-site meetings, events, and team activities.
• Oversee event logistics, including venue selection, catering, technology setup, and materials preparation.
• Track event budgets and manage vendor relationships while ensuring smooth execution.
• Collaborate with internal and external stakeholders to align events with organizational goals.

Collaboration & Team Support

• Partner with the administrative team to ensure efficient cross-departmental collaboration.
• Provide backup support for other business associate during absences or high-demand periods.
• Participate in team initiatives to share best practices and streamline processes.

Meeting Coordination

• Prepare detailed agendas, take comprehensive meeting minutes, and ensure timely follow-up on action items.
• Manage meeting logistics, including scheduling, technology setup, and document preparation.

Project Management

• Assist in planning and executing departmental initiatives, tracking progress, and meeting deadlines.
• Act as a liaison between departments to ensure open communication and alignment of priorities.

Confidentiality & Information Management

• Maintain and organize highly confidential files and records with discretion and integrity.
• Handle sensitive information, ensuring security and privacy at all times.
• Compile and analyze data to support decision-making processes.

Career Development & Continuous Learning

• Actively participate in professional development opportunities, including training programs, workshops, and conferences.
• Stay informed about industry trends and best practices to enhance personal growth and value to the organization.

Relationship Management

• Serve as a trusted point of contact for internal and external stakeholders, ensuring professionalism and alignment with company values.
• Build and maintain strong relationships across teams, clients, and partners.

Other Duties

• Handle ad hoc projects and assignments as required.
• Identify opportunities to improve administrative systems and processes proactively.
• Prioritize tasks effectively to manage multiple responsibilities.

Qualifications

• Bachelor’s degree preferred, or equivalent combination of education and experience.
• Minimum of 5+ years of experience providing executive-level administrative support.
• Experience with budget tracking, financial reporting, and contract management is highly desirable.
• Event planning experience is highly desirable.
• Prior experience in insurance, financial services, or a similar corporate environment is a plus.

Skills & Competencies

• Exceptional organizational and time management skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and financial tools or software.
• Strong written and verbal communication skills.
• High level of discretion, confidentiality, and professionalism.
• Detail-oriented with excellent problem-solving abilities.
• Proactive, adaptable, and able to anticipate the needs of executives.
• Team-oriented mindset and willingness to provide support across roles.

Personal Attributes

• Positive attitude with a professional demeanor.
• Adaptable and able to thrive in a dynamic, fast-paced environment.
• Strong interpersonal skills, fostering trust and collaboration.

Hybrid Work Model

At our Canton location, employees will be on site Monday - Thursday. At our Omaha location, employees will be on site 2 days per week.

Boston Mutual is an equal opportunity employer, and does not discriminate on the basis of race, color, age, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, genetic information, disability, military service, veteran status, family status, pregnancy, or any other characteristic protected by federal or state laws. Boston Mutual is a drug-free workplace.

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