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.

This Administrative Assistant provides data, reporting, and operational coordination support to the Engineering Management Team. This is a combined role that delivers accurate engineering reporting and performance visibility, while also providing high-level administrative and operational coordination to support engineering operations, leadership routines, and business rhythms.

Based on experience, candidates will be considered for Administrative Assistant II and Senior Administrative Assistant.

Responsibilities

Data & Reporting

• Produce and maintain recurring operational scorecards, dashboards, and reports that provide clear visibility into performance, workload, timeliness, and leading indicators.
• Gather, validate, and reconcile data from multiple internal sources; proactively investigate data anomalies, root causes, and exceptions to ensure accuracy and credibility of reporting.
• Translate data into clear, decision ready insights by identifying trends, risks, gaps, and opportunities that inform operational planning, prioritization, and process improvement.
• Partner with Engineering leadership and operations stakeholders to understand business questions and reporting needs; refine metrics and outputs to better support action, follow through, and efficiency gains.
• Develop concise written summaries and visual outputs that connect data findings to operational context, implications, and recommended next steps.
• Continuously improve reporting processes by streamlining data collection, reducing manual effort, and leveraging available tools (e.g., Excel, Power BI, Copilot, MS Teams, automation, and emerging AI enabled capabilities) to increase efficiency, consistency, and insight.
• Monitor agreed upon metrics over time and proactively flag emerging risks, slippage, or improvement opportunities to relevant leaders and teams.
• Demonstrate initiative by anticipating reporting and analysis needs tied to leadership rhythms, audits, and operational priorities.

Administrative & Operational Support

• Coordinate operational support needs, including PPE and equipment logistics (issuance, calibration, repair, replacement), as well as specialist scheduling and follow‑through.
• Coordinate team and event logistics, including off‑site meetings and large mailings; ensure accuracy, appropriate timing, and compliance with internal standards.
• Support new hire onboarding and employee development processes by coordinating logistics and proactively managing calendars, deadlines, and milestones.
• Represent Engineering leadership with professionalism, discretion, and sound judgment; communicate clearly and follow through on requests and action items.

• High School diploma or equivalent; some college preferred.
• 5+ years of experience in a role combining administrative support and data and/or reporting responsibilities, or an equivalent combination of roles; experience supporting leaders and working across teams strongly preferred.
• Advanced Excel skills preferred (e.g., pivot tables, lookups, structured tables).
• Experience with or ability to learn reporting and visualization tools such as Power BI; openness to evolving tools, automation, and AI‑enabled capabilities to improve efficiency and insight.
• Demonstrated ability to validate data, research exceptions, and communicate findings clearly in written summaries and presentation‑ready outputs.
• Exceptional organizational skills with strong attention to detail and follow‑through.
• Excellent written and verbal communication skills, with the ability to synthesize and present information clearly and concisely.
• Strong interpersonal skills and the ability to build effective working relationships at all levels of the organization.
• Thrives in a fast paced, dynamic environment, adapting quickly to shifting priorities, urgent requests, and evolving business needs 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.