Office Manager and Executive Assistant to the General Agent

WestPoint Financial Group; Albuquerque (NM); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Medical, dental and vision insurance

Retirement plan

Job summary

MassMutual New Mexico is seeking a highly organized Office Manager and Executive Assistant to provide direct administrative and operational support to the General Agent. This non-exempt, on-site role is full-time in Albuquerque, NM, 40 hours weekly, Monday to Friday, 8:00 AM to 5:00 PM.

The ideal candidate will bring executive support experience, sound judgment, and the ability to manage multiple priorities in a fast-paced financial services environment.

Qualifications

• Two or more years of executive administrative support, office management, or operations experience; life insurance/financial services experience preferred.
• Strong organizational skills with ability to prioritize, follow through, and manage multiple priorities and deadlines.
• Excellent written and verbal communication with a professional, service-minded approach.
• High level of discretion and ability to handle confidential information appropriately.
• Proficiency with Microsoft Office Suite; willingness to learn insurance, licensing, CRM, and agency management systems.

Responsibilities

• Provide executive and administrative support to the General Agent, including calendar management and meeting coordination.
• Coordinate travel, meetings, reports, and strategic documents; prepare agendas and notes.
• Support office operations and vendor coordination; maintain records and confidentiality.
• Assist advisors and team with new business workflows, illustrations, and processing needs.
• Support contracting, licensing, registration, continuing education, and client service needs.
• Utilize Office Suite and MassMutual tools to prepare professional communications and tracking documents.

Skills

Executive support

Office management

Communication

Discretion

Microsoft Office

CRM systems

Problem solving

Bachelor’s degree preferred

Education

Bachelor’s degree preferred

Tools

CRM systems

Agency management systems

MassMutual proprietary systems

Job description

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 role is located on-site in our Albuquerque, New Mexico office and is Full-Time (40 hours per week), Monday - Friday, 8:00 AM - 5:00 PM.

Position Overview

The ideal candidate will bring strong executive support experience, sound judgment, excellent follow-through, and the ability to manage multiple priorities in a fast-paced financial services environment. This position requires professionalism, discretion, attention to detail, and a strong commitment to supporting advisor success and growth of the firm.

What You'll Do

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.

Qualifications

• 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.

Compensation

• Annual salary range: $65,000–$75,000, based on experience and qualifications.
• Bonus eligibility may be included based on agency performance and individual contributions.
• Medical, dental and vision insurance.
• Retirement plan.

Why Join Us

This is an opportunity to play a meaningful role in the growth and daily success of a financial planning firm by supporting the General Agent, enabling advisors, strengthening operations, and helping create a professional and collaborative office environment.

Equal Employment Opportunity

MassMutual New Mexico is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law.