Senior Administrative Assistant

Position 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. 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 while also jointly supporting the Account Engineers Team, Operations Manager, and Office Admin Team.

Key Responsibilities

• 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
  • Maintaining 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.
• Plan and manage all Client Service events, including meetings, trainings, internal and external client events, and social functions.
• Reserve meeting location(s) and coordinate logistics such as technological needs, travel arrangements, catering, and reservations.
• Prepare weekly, monthly, and quarterly reports for management, the Client Service Team, and Account Engineers.
• Maintain electronic filing systems, contact databases, and various tracking worksheets.
• 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.
• Demonstrate advanced proficiency of Microsoft Suite (Outlook, Word, Excel, PowerPoint) and the ability to learn new systems and software used for administrative support.
• Exhibit meticulous attention to detail, strong organizational skills, and effective problem-solving capabilities.
• Demonstrate strategic planning abilities with robust calendar and deadline management.
• Effectively manage multiple priorities, adapt quickly to changing needs, and approach every task with a steady, can-do attitude.
• Exhibit excellent written and verbal communication skills.
• Show proven experience in event planning from concept to completion.
• Build strong interpersonal relationships with both internal teams and external stakeholders.
• Possess leadership capabilities to support and guide other administrative staff.
• Handle confidential information with integrity and discretion.
• Apply creative skills in designing visual materials and promotional content using diverse tools.

Required Qualifications

• Education: Associate's or Bachelor's degree

Preferred Qualifications

• Education: Bachelor's degree
• Experience Required: Minimum of 5+ years of administrative experience and event planning