Office Manager and Executive Assistant to the General Agent

About the Role

MassMutual New Mexico is seeking a highly organized, proactive, and service-oriented Office Manager and Executive Assistant to provide direct administrative and operational support to the General Agent. This role is central to the smooth day-to-day operation of the firm and serves as a key point of connection among the General Agent, sales leadership, advisors, staff, clients, and business partners. This non-exempt, full-time position is located on-site in Albuquerque, New Mexico.

Responsibilities

• Executive and Administrative Support
  • Manage the General Agent’s calendar with accuracy and discretion, including scheduling appointments, resolving conflicts, and protecting high-priority time.
  • Coordinate travel arrangements, meeting logistics, conference calls, agency events, and special projects.
  • Monitor and help manage correspondence, email flow, follow-up items, business plans, reports, and strategic documents.
  • Prepare agendas, meeting materials, notes, and action-item tracking to support effective communication and accountability.
  • Work closely with the General Agent, sales managers, advisors, recruiting team, and operations staff to support agency priorities.
• Office Management
  • Help manage daily office operations to ensure a professional, efficient, and welcoming environment.
  • Serve as a central resource for administrative processes, office procedures, supplies, vendor coordination, equipment needs, and facility-related requests.
  • Support internal meetings, firm events, recognition programs, and special projects from planning through execution.
  • Coordinate with leadership, advisors, staff, and external partners to keep priorities moving forward and ensure timely follow-up.
  • Maintain organized records, files, reports, and communications while handling confidential information with discretion.
• New Business and Advisor Support
  • Assist advisors and agency team members with new business workflows, including insurance applications, illustrations, reports, technology tools, and processing needs.
  • Partner with the New Business Coordinator and other team members to support timely completion of tasks and advisor follow-up items.
  • Provide administrative support related to contracting, licensing, registration, continuing education, and client-related service needs as appropriate.
  • Track outstanding items, deadlines, and required documentation to help ensure operational accuracy and responsiveness.
• Technology, Systems, and Communication
  • Use Microsoft Office Suite and other business systems to prepare professional correspondence, reports, presentations, meeting materials, and tracking documents.
  • Learn and support MassMutual proprietary systems and agency tools to assist advisors and staff with day-to-day operational needs.
  • Prepare, review, proofread, and distribute communications with a high degree of accuracy and professionalism.
  • Identify opportunities to improve processes, organize information, and create efficiencies across administrative and operational workflows.

Requirements

• Two or more years of executive administrative support, office management, or operations experience; experience in life insurance, financial services, wealth management, or a professional services environment is preferred.
• Strong organizational skills with the ability to prioritize, follow through, and manage multiple projects and deadlines.
• Excellent written and verbal communication skills with a professional, polished, and service-minded approach.
• High level of discretion, sound judgment, and ability to handle confidential and sensitive information appropriately.
• Proficiency with Microsoft Office Suite; ability and willingness to learn insurance, licensing, CRM, and agency management systems.
• Proactive problem-solver who can work independently, anticipate needs, and adapt quickly in a dynamic environment.
• Bachelor’s degree preferred; equivalent experience will be considered.

Pay

Annual salary range: $65,000–$75,000, based on experience and qualifications. Bonus eligibility may be included based on agency performance and individual contributions.

Benefits

• Medical, dental, and vision insurance.
• Retirement plan.

Schedule

Full-time (40 hours per week), Monday - Friday, 8:00 AM - 5:00 PM.