Administrative Assistant II - FM Essential

FM•New York, NY

12d

About The Position

FM is seeking an Administrative Assistant II to provide direct support to the FM Essential Lead and broader team. The role supports business operations, account activity, reporting, planning, and administrative processes. It is suited to someone who enjoys a fast-moving environment, developing new processes, and taking ownership beyond traditional administrative responsibilities. The position involves handling confidential administrative matters with judgment and initiative; coordinating account leads, reservations, calendars, meetings, correspondence, and events; preparing reports and materials; managing spreadsheet data; supporting employee onboarding and offboarding; and assisting with projects and other administrative coverage as needed.

Requirements

High school diploma required.
At least 2 years of administrative experience supporting management or work groups.
Advanced knowledge of Outlook, Excel, MS Teams, OneDrive, Word, PowerPoint, and SharePoint.
Strong organization and attention to detail in a fast-paced environment.
Creative self-starter with critical-thinking skills.
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.

Nice To Haves

College education preferred.

Responsibilities

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.
Plan and coordinate events, including logistics, catering, and technology needs for Risk Management and broker conferences.
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.