Administrative Assistant

FM; São Paulo; On-site; BRL 36,000 - 48,000; Full time

Job summary

FM, a long-established mutual insurance company, seeks an Administrative Assistant in its São Paulo Office. The role provides essential support to the Client Service Manager and team, handling calendar, travel, reports, and events coordination to keep client projects running smoothly.

Ideal candidates have a High School Diploma or higher in Administration, 2+ years in admin support, strong Portuguese and English communication, and discretion with confidential information.

Qualifications

• High School Diploma required; higher education in Administration or related field preferred.
• 2+ years of administrative support, customer service, or office administration.
• Advanced organizational and multitasking skills.
• Proficiency in Microsoft Office Suite.
• Strong Portuguese communication; English preferred.
• Ability to handle confidential information with discretion.
• Customer-focused mindset and proactive problem-solving.

Responsibilities

• Coordinate requests from clients and internal stakeholders, ensuring timely follow-up and resolution.
• Maintain organized files for indigenous accounts as well as call reporting for client meetings.
• Prepare client reports and presentations as needed by the client service team.
• Support the execution of the Client Service Process by tracking key milestones, following up with the team and providing management reports.
• Calendar management, meeting coordination, travel arrangements, and visitor support.
• Assist with expense reports and purchase requisitions.
• Support employee engagement activities, internal communications and office events.
• Support business continuity readiness, license documentation and compliance records.

Skills

Organizational skills

Multitasking

Customer service

Portuguese communication

English proficiency

Education

High School Diploma

Higher education in Administration or Business

Tools

Microsoft Office

Job description

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 world’s 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.

São PauloOffice is looking for an Administrative Assistant. The successful candidate will possess strong organizational skills, creativity and be a self-starter.

This position will report to the Client Service Manager. The successful candidate will provide administrative support to the Client Service Manager and to the Client Service Team while also supporting the Business Administration Manager in events coordination and some administrative tasks.

Key Responsibilities:

• Coordinate requests from clients and internal stakeholders, ensuring timely follow-up and resolution.
• Maintain internal files well organized for indigenous accounts as well as call reporting for client meetings.
• Prepare client reports and presentations as needed by the client service team.
• Support the execution of the Client Service Process by tracking key milestones, following up with the team and providing management reports.
• Calendar management, meeting coordination, travel arrangements, and visitor support.
• Assist with expense reports and purchase requisitions.
• Support employee engagement activities, internal communications and office events.
• Support business continuity readiness, license documentation and compliance records.

Qualifications

• High School Diploma required; higher education in Administration, Business or related field preferred.
• 2+ years of experience in administrative support, customer service or office administration.
• Advanced organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook and Teams).
• Strong communication skills in Portuguese; English preferred.
• Ability to handle confidential information with discretion.
• Customer-focused mindset and proactive problem-solving approach.