Administrative Assistant

FM; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

FM, a leading property insurer, seeks an Administrative Assistant to support the Client Service Team and Account Engineers, Operations Manager, and Office Admin Team in Los Angeles.

You will manage calendars, plan events, handle expenses and travel, maintain files, and prepare reports. The role requires meticulous organizational skills, strong communication, and the ability to coordinate internal and external stakeholders effectively.

Qualifications

• Associate or Bachelor's degree is required.
• Minimum of 5+ years of administrative experience and event planning.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office and related systems.

Responsibilities

• Manage complex calendars for executives.
• Plan and coordinate events from start to finish.
• Prepare expense reports and maintain budget tracking.
• Maintain electronic filing systems and records.
• Track invoices and purchasing of supplies.
• Coordinate travel itineraries for management.
• Organize and coordinate meetings for management teams.
• Prepare weekly, monthly, quarterly management reports.
• Support Client Service and Account Engineers teams.
• Back up executive assistants when needed.
• Handle confidential information with discretion.

Skills

Organizational skills

Calendar management

Event planning

Communication skills

Problem solving

Team collaboration

Confidentiality

Multitasking

Education

Associate or Bachelor's degree

5+ years administrative experience and event planning

Tools

Microsoft Office

Outlook

Excel

Job description

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.

Summary

We are seeking a highly organized and strategic individual to join us as an 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 and supporting 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.

Skills

• 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.

Qualifications

Highly Preferred Education:

• Associate or Bachelor's degree.
• Minimum of 5+ years of administrative experience and event planning