Administrative Assistant II - FM Essential

FM; New York (NY); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Health and well-being programs

401(k) and pension plan

Tuition reimbursement

Flexible work arrangements

Time off allowances

Job summary

FM is seeking an Administrative Assistant to directly support the FM Essential Lead and broader team. You will help coordinate operations, account activity, reporting, planning and administrative processes in a fast-moving environment.

You will build new processes, manage calendars, prepare materials, and assist with onboarding and coordination across departments. The role emphasizes handling confidential information, managing schedules, and contributing to meetings and events, including

Qualifications

• High School Diploma required; college preferred.

Responsibilities

• Handle confidential administrative details with judgement and initiative.
• Aid in managing account leads and reservations.
• Prepare materials for correspondence, meetings, and calls.
• Summarize incoming materials and highlight substantial information.
• Assist in business planning and related functions.
• Schedule appointments and arrange reservations.
• Analyze information requests and prepare special reports.
• Manage multiple spreadsheet data, including pivot tables and formulas.
• Coordinate meetings and calendar management.
• Balance multiple priorities and meet deadlines.
• Manage emails and assist in onboarding and offboarding employees.
• Prepare materials for meetings, presentations, and interviews.
• Collaborate with department admins for meetings and events.
• Plan events including logistics, catering, and technology needs.
• Act as liaison between manager and direct reports.
• Handle ad hoc requests and project coordination.
• Back up other administrative assistants as needed.

Skills

Organizational skills

Creative thinking

Critical thinking

Communication

Interpersonal skills

Confidential information handling

Education

High School Diploma

College degree preferred

Tools

Outlook

Excel

MS Teams

OneDrive

Word

PowerPoint

SharePoint

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.

This opportunity provides the stability and resources of FM, with the opportunity to help build and scale one of FM’s newest products.

Responsibilities

The FM Essential Administrative Assistant will provide direct support to the FM Essential Lead and broader team, helping coordinate business operations, account activity, reporting, planning and administrative processes. This role is ideal for someone who enjoys working in a fast-moving environment, building new processes and taking ownership beyond traditional administrative responsibilities. The role will include but not be limited to the following:

• Handle confidential administrative details with considerable judgment and initiative.
• Aid in managing account leads and reservations.
• Anticipate and prepare materials for correspondence, meetings, and calls.
• Compose and type correspondence and reports from various sources.
• Summarize incoming materials and highlight substantial information.
• Assist in business planning and related functions.
• Schedule appointments and arrange reservations.
• Analyze information requests and prepare special reports.
• Manage multiple spreadsheet data, including crafting pivot tables and formulas.
• Coordinate meetings and handle calendars.
• Balance multiple priorities and meet deadlines.
• Manage emails and assist in onboarding and offboarding employees.
• Prepare materials for meetings, presentations, and interviews.
• Collaborate with other department admins for meetings and events.
• Event planning and coordination, comprising logistics, catering, and technology needs including our Risk Management and broker conferences, etc.
• Act as a liaison between the manager and direct reports.
• Handle ad hoc requests and project coordination.
• Assist and back-up other administrative assistants as needed.

Qualifications

• High School Diploma required; college preferred!
• 2+ years of administrative experience supporting management or work groups.
• Advanced knowledge of Outlook, Excel, MS Teams, OneDrive, Word, PowerPoint, and SharePoint!
• Highly organized with attention to detail and fast-paced.
• Creative self-starter with critical thinking skills.
• Proven ability to learn new business technology systems and applications.
• Excellent keyboard skills, including typing speed and accuracy.
• Highly refined telephone skills.
• Excellent written and verbal communication skills.
• Significant interpersonal skills.
• Ability to establish and maintain electronic filing systems.
• Ability to handle confidential information and material.

The final salary offer will vary based on geographic location, individual education, skills, and experience. The position is eligible to participate in FM’s comprehensive Total Rewards program that includes an incentive plan, generous health, and well-being programs, a 401(k) and pension plan, career development opportunities, tuition reimbursement, flexible work, time off allowances, and much more!

FM is an Equal Opportunity Employer and is committed to attracting, developing, and retaining a diverse workforce.