Administrative Assistant, FM&M

WORK INCORPORATED; Boston (MA); On-site; USD 65,000 - 68,000; Full time

Benefits offered by this job

Competitive salary

Comprehensive benefits package

On-site work schedule Monday–Friday

Free parking at Dorchester location

Job summary

FM&M, Inc. is seeking an Administrative Assistant to support the Vice President in a fast-paced, unionized, multi-site commercial janitorial and facility services operation in Boston, MA. You will organize priorities, prepare reports, and coordinate communications to keep leadership aligned with key initiatives.

Strong organizational skills, discretion, and excellent MS Office proficiency are required. This role offers a stable schedule, competitive pay, and comprehensive benefits in a

Qualifications

• Administrative or executive support experience is preferred, especially supporting a senior leader.
• Experience in a union environment or multi-site operations is a plus.
• Bilingual English/Spanish candidates are strongly preferred.

Responsibilities

• Support the Vice President by managing calendars, meetings, and correspondence.
• Prepare reports, spreadsheets, presentations, and business documents.
• Coordinate meetings and site visits, and track action items and follow-ups.
• Maintain confidential employee and vendor information with discretion.
• Coordinate information across offices, management, and field teams.

Skills

Organization

Attention to detail

Written communication

Verbal communication

MS Office

Discretion

Interpersonal skills

Tools

MS Office

Calendar management

Report generation

Job description

Since 1987, FM&M, Inc. has provided high-quality commercial janitorial and facility management services across a large, multi-site operation. Today, FM&M manages more than $15 million in contracts covering over 12 million square feet annually. FM&M is owned by WORK Inc., a nonprofit organization dedicated to creating training, employment, and meaningful opportunities for people with disabilities. The work you do here supports both a successful business and a meaningful mission.We’re looking for a highly organized, proactive, and dependable Administrative Assistant to the Vice President who enjoys keeping people, priorities, and operations moving forward. This is more than a traditional administrative role. You’ll work closely with the Vice President while supporting a fast-paced, unionized, multi-site commercial janitorial and facility services operation. You’ll coordinate communications, track priorities, organize information, support union administration, prepare reports, and make sure important follow-up doesn’t fall through the cracks. You’ll interact with leadership, supervisors, employees, customers, vendors, and union representatives, giving you exposure to many aspects of the business.What You’ll DoSupport the Vice PresidentManage calendars, meetings, appointments, correspondence, and follow-up.Prepare reports, spreadsheets, presentations, meeting materials, and business documents.Organize priorities, deadlines, action items, and special projects.Coordinate meetings and site visits and help move commitments from discussion to completion.Handle confidential employee, customer, operational, and company information with discretion.Help Keep Operations Running SmoothlyTrack staffing, service issues, customer requests, operational changes, and follow-up needs.Maintain customer, facility, staffing, service, and contract documentation.Prepare operational reports that give leadership a clear view across the business.Coordinate information among the office, account management, supervisors, and field teams.Support supply, vendor, purchase order, invoice, and contract tracking.Support Our Unionized WorkforceMaintain organized employee and union-related records.Track requirements, notices, deadlines, and documentation related to collective bargaining agreements.Assist with union correspondence and labor-management meeting preparation.Track open items and management follow-up.Maintain sensitive documentation professionally and confidentially.Be a ConnectorServe as an important point of coordination among leadership, supervisors, employees, customers, vendors, and union representatives, helping ensure everyone has the information they need and important requests receive timely follow-up.Why Join FM&M?Competitive salary of $65,000-$68,000Consistent on-site weekday schedule: Monday-Friday, 7:00 a.m.-3:00 p.m.Convenient Dorchester location at 25 Beach Street with free parkingComprehensive benefits packageBonus opportunities supporting continued growth and developmentHands-on experience in operations, executive support, customer service, business administration, and union workforce coordinationMission-driven work that supports employment opportunities for people with disabilitiesWhat You’ll BringStrong organization and attention to detailProfessional, dependable, and responsive approachClear and confident written and verbal communicationAbility to manage multiple priorities and deadlines independentlyComfort working with senior leaders and front-line employeesStrong Microsoft Office skills, including Word, Excel, Outlook, Teams, and PowerPointSound judgment when handling confidential and sensitive informationA positive, adaptable attitude and eagerness to learnExperience That Will Help You SucceedAdministrative or executive support experience is preferred, particularly experience supporting a senior leader. Experience in a union environment, commercial janitorial services, property management, multi-site operations, or facility services is a plus, but candidates do not need industry experience to succeed.Bilingual English/Spanish candidates are strongly preferred.