Administrative Assistant II

FM•Malvern, PA

About The Position

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 seeking a highly organized, strategic, and proactive Administrative Assistant. This is a role that requires exceptional organizational skills, strong written and interpersonal communication, sound judgment, and the ability to skillfully prioritize deliverables under minimum supervision. This position will report to the Business Manager and support FM Boiler Re’s marketing department. Based on experience, candidates will be considered for Administrative Assistant II or Sr. Administrative Assistant. Under minimum supervision, works independently using considerable judgment and initiative to handle all administrative functions on behalf of the Business Manager and FM Boiler Re. Organizes special events and coordinates off‑site meetings and events for employees, including logistics such as scheduling, preparation, room setup, catering, and vendor coordination. Handles all on-site office administrative tasks, including catering, ordering office supplies staying within the allotted budget. Handles correspondence, monthly and quarterly reports, and builds, maintains, and monitors various tracking logs and reports. Assist in onboarding and offboarding employees. Prepares and reviews ad hoc reports, documents and presentations as needed for the marketing department, identifying and exercising discretion regarding content, format, and presentation. Analyzes complex information requests and prepares special or one‑time reports, summaries, or responses, selecting relevant information from a variety of sources. Represents FM Boiler Re with professionalism, confidence, and sound judgment when interacting with senior leaders and staff often serving as the first point of contact.

Requirements

High School diploma or equivalent; some college preferred.
Two to five+ years of administrative experience supporting a work group or manager.
Exceptional organizational skills with strong attention to detail.
Excellent written and verbal communication skills, with the ability to synthesize information clearly and concisely.
Strong interpersonal skills and the ability to build effective working relationships at all levels of the organization.
Proven ability to exercise discretion and handle confidential information with professionalism and sound judgment.
Strong digital fluency, including use of Microsoft 365 tools (Outlook, Teams, Word, Excel, PowerPoint, OneNote, SharePoint), virtual meeting platforms, and collaboration tools.
Comfort leveraging technology, automation, and AI enabled tools to improve efficiency and information flow.
Thrives in a fast paced, dynamic environment, adapting quickly to shifting priorities, urgent requests, and evolving business needs while maintaining composure and accuracy.

Responsibilities

Organizes special events and coordinates off‑site meetings and events for employees, including logistics such as scheduling, preparation, room setup, catering, and vendor coordination.
Handles all on-site office administrative tasks, including catering, ordering office supplies staying within the allotted budget.
Handles correspondence, monthly and quarterly reports, and builds, maintains, and monitors various tracking logs and reports.
Assist in onboarding and offboarding employees.
Prepares and reviews ad hoc reports, documents and presentations as needed for the marketing department, identifying and exercising discretion regarding content, format, and presentation.
Analyzes complex information requests and prepares special or one‑time reports, summaries, or responses, selecting relevant information from a variety of sources.
Submits and reconciles expense reports and supports other operational and administrative needs as required.
Represents FM Boiler Re with professionalism, confidence, and sound judgment when interacting with senior leaders and staff often serving as the first point of contact.