Senior Administrative Assistant

Established nearly two centuries ago, FM is a leading mutual insurance company whose capital, scientific research capability and engineering expertise are solely dedicated to property risk management and the resilience of its policyholder-owners. These owners, who share the belief that the majority of property loss is preventable, represent many of the worlds largest organizations, including one of every four Fortune 500 companies. They work with FM to better understand the hazards that can impact their business continuity to make cost-effective risk management decisions, combining property loss prevention with insurance protection.

We are seeking a highly organized, strategic, and proactive Senior Administrative Assistant. This is a highly visible role that requires exceptional organizational skills, strong written and interpersonal communication, sound judgment, and the ability to skillfully prioritize deliverables under minimum supervision. This position will report to and directly support the Operations Engineering Manager (OEM) and serves as a trusted right hand partner.

Responsibilities

• Under minimum supervision, works independently using considerable judgment and initiative to handle all secretarial and administrative functions on behalf of the Operations Engineering Manager.
• Anticipates and prepares materials needed by the OEM for meetings, conferences, correspondence, travel, appointments, and other engagements. Summarizes the content of incoming materials, specially gathered information, or meetings to assist the OEM; coordinates information with background office sources and draws attention to important issues, risks, or conflicts.
• Acts as a strategic partner to the OEM by proactively anticipating needs, identifying upcoming priorities, and taking initiative to ensure the OEM is fully prepared and positioned one step ahead.
• Attends meetings with the OEM as appropriate; comes prepared with anticipated discussion topics, background materials, and action items. Assists with drafting meeting agendas, captures meeting minutes, summarizes outcomes, and follows up on action items as needed.
• Anticipates ways in which time may be saved by streamlining processes, resolving issues independently, and proactively addressing potential challenges.
• Manages calendars and coordinates travel arrangements, resolving conflicts and prioritizing competing demands.
• Handles correspondence, monthly and quarterly reports, and builds, maintains, and monitors various tracking logs and reports.
• Prepares ad hoc reports and presentations as needed, identifying and researching information for inclusion and exercising discretion regarding content, format, and presentation.
• Analyzes complex information requests and prepares special or one time reports, summaries, or responses, selecting relevant information from a variety of sources.
• Organizes special events and coordinates off site meetings and events for both clients and employees, including logistics such as scheduling, preparation, room setup, catering, and vendor coordination.
• Submits and reconciles expense reports and supports other operational and administrative needs as required.
• Represents the OEM with professionalism, confidence, and sound judgment when interacting with senior leaders, staff, clients, and external partners often serving as the first point of contact.

• High School diploma or equivalent; some college preferred.
• 5+ years of administrative experience supporting a work group or manager, including executivelevel administrative or secretarial experience.
• Exceptional organizational skills with strong attention to detail.
• Excellent written and verbal communication skills, with the ability to synthesize information clearly and concisely.
• Strong interpersonal skills and the ability to build effective working relationships at all levels of the organization.
• Proven ability to exercise discretion and handle confidential information with professionalism and sound judgment.
• Strong digital fluency, including use of Microsoft 365 tools (Outlook, Teams, Word, Excel, PowerPoint, OneNote, SharePoint), virtual meeting platforms, and collaboration tools. Comfort leveraging technology, automation, and AI enabled tools to improve efficiency and information flow.
• Thrives in a fast paced, dynamic environment, adapting quickly to shifting priorities, urgent requests, and evolving business needs while maintaining composure and accuracy.

The final salary offer will vary based on geographic location, individual education, skills, and experience. The position is eligible to participate in FMs comprehensive Total Rewards program that includes an incentive plan, medical, dental and vision insurance, life and disability insurance, well-being programs, a 401(k) and pension plan, career development opportunities, tuition reimbursement, flexible work, and time off, including vacation and sick time.

FM is an Equal Opportunity Employer and is committed to attracting, developing and retaining a diverse workforce.