Senior Administrative Assistant

Overview

FM is a leading property insurer of the world's largest businesses, providing more than one-third of FORTUNE 1000-size companies with engineering-based risk management and property insurance solutions. FM helps clients maintain continuity in their business operations by drawing upon state-of-the-art loss-prevention engineering and research; risk management skills and support services; tailored risk transfer capabilities; and superior financial strength. To do so, we rely on a dynamic, culturally diverse group of employees, working in more than 100 countries, in a variety of challenging roles.

We are seeking a highly organized and strategic individual to join us as a Senior Administrative Assistant
. This role will support all administrative aspects of the Client Service Team, and jointly support the Account Engineers Team, Operations Manager, and Office Admin Team.

• Manage incoming and outgoing correspondence with external clients, brokers, and internal stakeholders.

• Handle a variety of administrative tasks in alignment with company policies and executive preferences, including but not limited to:

  • Complex calendar management

  • Event planning - all logistics from start to finish

  • Expense reports

  • Maintain files and records

  • Purchasing supplies

  • Tracking invoices and budgets

  • Tracking Client Service Team processes

  • Travel itineraries

• Organize and coordinate in-person and remote meetings for the management team, Client Service Team, and office-wide events as needed.

• Plans and manages all Client Service events, including but not limited to meetings, trainings, and internal and external client events and social functions.

• Reserve meeting location(s), coordinate logistics such as technological needs, travel arrangements, catering, reservations, etc.

• Prepare weekly, monthly, and quarterly reports for management, Client Service Team and Account Engineers.

• Maintain electronic filing systems, contact databases, various tracking worksheets, etc.

• Foster a collaborative and responsive work environment with management and team members.

• Assist and back up the executive assistant and other administrative assistants, when needed.

• Perform any additional duties requested by management.

• Advanced proficiency of all Microsoft Suite (Outlook, Word, Excel, PowerPoint) and ability to learn new systems and software used for administrative support.

• Meticulous attention to detail, highly organized, and strong problem-solving skills.

• Strategic planning abilities with strong calendar and deadline management.

• Ability to manage multiple priorities, adapt quickly to changing needs and approach every task with a steady, can-do attitude.

• Excellent written and verbal communication skills.

• Proven experience in event planning from concept to completion.

• Strong interpersonal skills with the ability to build professional internal and external relationships.

• Leadership capabilities to support and guide other administrative staff.

• Trusted to handle confidential information with integrity and discretion.

• Creative skills in designing visual materials and promotional content using diverse tools.

• Associate’s or Bachelor’s degree.

• Bachelor’s degree.

• Minimum of 5+ years of administrative experience and event planning.