Executive Receptionist

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.

Schedule & Location : This is a full time office based position in Boston South Station.

Relocation is not offered for this position .

Job Summary

A highly visible, fast-paced role requiring exceptional organizational skills, discretion, and the ability to anticipate executive needs. The Executive Receptionist acts as a critical partner in supporting leadership operations, ensuring a seamless experience for executives, board members, and visitors alike. This individual must demonstrate an exceptional level of professionalism, executive presence, and polished personal presentation, serving as a front-facing representative of the organization.

• Supports a high-profile corporate office spanning two full floors (56,000 RSF) with approximately 125 employees

• Provides direct and indirect support to 8–10 executive team members and senior leaders, and exposure to Board of Directors interactions

• Operates in a fast-paced, high-visibility environment with a significant volume of meetings, events, and visitors across both office floors and an executive residential suite

• Manage high-volume, complex scheduling and logistics for executive meetings across multiple spaces

• Coordinate end-to-end Board support, including meeting logistics, executive-level materials, and stakeholder coordination

• Serve as a central point of coordination for executives, board members, and internal/external stakeholders

• Track meeting outcomes, action items, and follow-ups to support leadership priorities

• Partner closely with workplace/office operations and other executive assistants ensuring smooth day-to-day office functionality

• Assist with visitor management, security coordination, and front-of-house presence at an executive level

• Support meeting flow optimization across a large, multi-floor environment

• Provide overflow administrative or event support tied to executive priorities and high-visibility initiatives

• Contribute to maintaining a professional, polished, and highly responsive office experience

Key Responsibilities

Front Office Management

• Greet and welcome visitors, clients, and employees in a professional and engaging manner

• Answer, screen, and direct incoming calls and inquiries with professionalism and urgency

• Manage incoming mail, packages, and deliveries

• Oversee visitor access, badging, and security protocols using various online systems

• Confidently engage with and introduce guests to members of the leadership team

Executive Support

• Arrange conference rooms, virtual meetings, and related logistics.

• Prepare meeting materials, agendas, and presentations as needed

• Support board-level and leadership meeting coordination

• Anticipate scheduling conflicts and proactively resolve issues

Administrative & Office Operations

• Maintain organized filing systems (electronic and physical)

• Draft, proofread, and distribute correspondence and documents

• Manage office supplies and coordinate with vendors and service providers

• Support general office operations to ensure an efficient and professional environment

• Collaborate closely with executive assistants within the organization

Meeting & Event Coordination

• Plan and coordinate executive meetings, internal events, and site activities

• Manage catering logistics and vendor coordination for meetings and events

• Arrange car service requests, accommodations, restaurant reservations and meeting logistics as needed

• Support board meetings and leadership events with a high level of attention to detail

Communication & Confidentiality

• Serve as a liaison between executives, employees, and external stakeholders

• Handle sensitive and confidential information with discretion and sound judgment

• Ensure timely, clear, and professional communication across all channels

• Build and maintain strong working relationships across all levels of the organization

Qualifications

• 5+ years of administrative, receptionist, or executive support experience

• Experience supporting senior executives (VP level or higher) preferred

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

• Experience with HRIS or business systems (e.g., Workday) preferred

• Strong familiarity with scheduling tools and office coordination systems

Skills

• Executive Presence: Projects confidence, professionalism, and poise while serving as a highly visible representative of FM and its leadership team

• Customer Focus: Creates a welcoming, high-touch experience for visitors, employees, executives, and external stakeholders, reflecting FM’s commitment to excellence

• Communication: Delivers polished, professional verbal and written communications with credibility, discretion, and attention to detail

• Planning & Organization: Excels at coordinating multiple priorities, schedules, and executive needs in a dynamic, fast-paced environment

• Confidentiality & Integrity: Upholds the highest standards of discretion, judgment, and trust when handling sensitive and confidential information

• Adaptability: Thrives in a changing environment, anticipating and responding seamlessly to evolving business and leadership priorities

• Collaboration: Fosters productive partnerships and builds strong relationships across teams, functions, and all levels of the organization

• Problem Solving: Demonstrates sound judgment, anticipates challenges, and proactively develops effective solutions to support business objectives

Education

• High school diploma or equivalent required; associate or bachelor’s degree preferred

The hiring range for this position is $26.71 - $38.39 an hour. 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.

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