Executive Administrative Assistant

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.

We are hiring an Executive Administrative Assistant to provide high-impact, proactive support to leaders within our Boston Operations. This position will report to the Business Administrative Manager and directly support the Boston Operations Manager and Client Service Manager, plus provide broader administrative support to the Client Service organization (meeting logistics, data tracking, and event coordination). This highly visible role requires excellent organization, communication, judgment, strong attention to detail and data accuracy, and the ability to prioritize independently.

Key Responsibilities

• Independently manage executive administrative support for the Boston Operations Manager and Client Service Manager, using sound judgment and initiative.
• Anticipate needs for meetings, travel, appointments, and correspondence; prepare materials and summarize inputs/outputs to enable timely decisions.
• Handle confidential information with discretion; align administrative support with company policies and leadership priorities.
• Manage complex calendars; schedule internal/external meetings across time zones; arrange travel itineraries and reservations as needed.
• Serve as a professional point of contact with employees, clients, brokers, vendors, and partners; drive timely follow-through.
• Draft correspondence; support monthly/quarterly reporting; build and maintain tracking logs and dashboards for leadership and Client Service initiatives.
• Create special reports, summaries, and executive-ready presentations; source and shape information using discretion on content, format, and delivery.
• Partner with leaders to set calendar priorities, protect focus time, and flag upcoming deadlines, risks, and decision points; recommend adjustments.
• Streamline administrative processes (templates, trackers, cadence docs, meeting routines) to improve consistency, accuracy, and speed.
• Coordinate meeting/event logistics (scheduling, prep, room setup, catering); plan meetings with large number of attendees, including hotel blocks, ground transportation, and hosted meals as needed.
• Submit and reconcile expense reports; track invoices and approvals per company policy.
• Create client-specific presentation materials from Client Service outlines; coordinate reviews to ensure accuracy, timeliness, and correct formatting.
• Track internal initiatives; maintain action-item follow-up to help ensure commitments are met.
• Support internal offsites and leadership meetings, plus client-facing meetings and Client Service marketing events; partner across teams to deliver materials, communications, and logistics on time and in the requested format.

• High school diploma (or equivalent); some college preferred.
• 8+ years supporting senior leaders in an administrative/executive role; experience supporting multiple leaders strongly preferred.
• Exceptional organization and attention to detail.
• Excellent written and verbal communication; able to synthesize information clearly and concisely.
• Strong interpersonal skills and ability to build relationships at all levels.
• Demonstrated discretion and sound judgment with confidential information.
• Ability to provide leadership to other secretarial and clerical staff.
• Ability to multitask and work independently and as part of a team.
• Ability to identify problems and complete tasks with minimal direction.
• Strong digital fluency (Microsoft 365: Outlook, Teams, Word, Excel, PowerPoint, OneNote, SharePoint) and virtual meeting/collaboration tools; able to create and edit executive-ready PowerPoint and materials.
• Proven ability to coordinate complex meeting/event logistics (including large groups) and submit/reconcile expense reports accurately and on time.
• Comfortable in a fast-paced environment; adapts to shifting priorities and urgent requests while maintaining composure and accuracy.

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, medical, dental and vision insurance, life and disability insurance, well-being programs, a 401(k) and pension plan, career development opportunities, tuition reimbursement, flexible work, and time off, including vacation and sick time.

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