Administrative Assistant, FM&M

WORK INCORPORATED • Boston, MA

2d • $65,000 - $68,000 • Onsite

About The Position

FM&M, Inc. is seeking a highly organized, proactive, and dependable Administrative Assistant to support the Vice President and a fast-paced, unionized, multi-site commercial janitorial and facility services operation. The role coordinates communications, tracks priorities, organizes information, supports union administration, prepares reports, and ensures timely follow-up. It interacts with leadership, supervisors, employees, customers, vendors, and union representatives.

The position supports executive administration and business operations, including calendars, meetings, correspondence, reports, operational records, customer and contract documentation, staffing and service tracking, and supply, vendor, purchase order, invoice, and contract coordination. It also helps maintain employee and union-related records and track collective bargaining agreement requirements, notices, deadlines, and follow-up.

FM&M is owned by WORK Inc., a nonprofit organization dedicated to creating training, employment, and meaningful opportunities for people with disabilities. The position is based at 25 Beach Street in Dorchester, Boston, Massachusetts, with an on-site Monday–Friday schedule from 7:00 a.m. to 3:00 p.m.

Requirements

• Strong organization and attention to detail.
• Professional, dependable, and responsive approach.
• Clear and confident written and verbal communication.
• Ability to manage multiple priorities and deadlines independently.
• Comfort working with senior leaders and front-line employees.
• Strong Microsoft Office skills, including Word, Excel, Outlook, Teams, and PowerPoint.
• Sound judgment when handling confidential and sensitive information.
• Positive, adaptable attitude and eagerness to learn.

Nice To Haves

• Administrative or executive support experience, particularly supporting a senior leader.
• Experience in a union environment, commercial janitorial services, property management, multi-site operations, or facility services.
• Bilingual English/Spanish candidates are strongly preferred.

Responsibilities

• Manage the Vice President’s calendars, meetings, appointments, correspondence, and follow-up.
• Prepare reports, spreadsheets, presentations, meeting materials, and business documents.
• Organize priorities, deadlines, action items, and special projects.
• Coordinate meetings and site visits and help ensure commitments are completed.
• Handle confidential employee, customer, operational, and company information with discretion.
• Track staffing, service issues, customer requests, operational changes, and follow-up needs.
• Maintain customer, facility, staffing, service, and contract documentation.
• Prepare operational reports that provide leadership with a clear view across the business.
• Coordinate information among the office, account management, supervisors, and field teams.
• Support supply, vendor, purchase order, invoice, and contract tracking.
• Maintain organized employee and union-related records.
• Track requirements, notices, deadlines, and documentation related to collective bargaining agreements.
• Assist with union correspondence and labor-management meeting preparation.
• Track open items and management follow-up.
• Coordinate information among leadership, supervisors, employees, customers, vendors, and union representatives, ensuring requests receive timely follow-up.

Benefits

• Competitive salary of $65,000–$68,000.
• Convenient Dorchester location with free parking.
• Comprehensive benefits package.
• Bonus opportunities supporting continued growth and development.
• Hands-on experience in operations, executive support, customer service, business administration, and union workforce coordination.
• Mission-driven work supporting employment opportunities for people with disabilities.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed