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Executive Administrative Assistant

Administrative - Administrative Assistant Job ID 2024-14153 Primary Location: Waltham, Massachusetts 01/30/2024 Hiring Range: $31.23 - $44.92
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FM Global is a leading property insurer of the world's largest businesses, providing more than one-third of FORTUNE 1000-size companies with engineering-based risk management and property insurance solutions. FM Global helps clients maintain continuity in their business operations by drawing upon state-of-the-art loss-prevention engineering and research; risk management skills and support services; tailored risk transfer capabilities; and superior financial strength. To do so, we rely on a dynamic, culturally diverse group of employees, working in more than 100 countries, in a variety of challenging roles.


We are seeking a highly organized, strategic, and experienced professional to join us as Executive Administrative Assistant, Investments. The Investments team is responsible for the investment management of multiple asset pools, more than $25B, and the Executive Assistant will focus on all executive administrative functions on behalf of the EVP/Chief Investment Officer (CIO). 

This is a high energy role that requires exceptional professional judgment, genuine collaboration, exceptional written and interpersonal communication, and the ability to skillfully prioritize deliverables under minimum supervision. This position involves interactions and coordination with the senior-most offices of the firm, requiring superior professionalism and stewardship and frequent handling of restricted communications.

The Executive Assistant will also frequently interact with members of the Investments team to ensure smooth operations and will partner closely with a Senior Administrative Assistant supporting the Investments department.

Schedule & Location:

This is a non-exempt, hourly full-time office position with a primary location in Waltham, MA and a secondary location in the Boston office on certain days as needed.

This employee will also remotely support the NYC office as needed based on business needs, with optional travel (up to 10%) to our NYC office.

  • Complex calendar management, employing a high degree of professional judgment with respect to prioritization, location, travel time, preparation, materials, and logistics.
  • Liaise with executive, senior officers of the firm, maintaining utmost discretion and responsiveness.
  • Manage all EVP/CIO travel arrangements and rebooking’s.
  • Capture and act on expense reports when received with required approvals.
  • Arrange and coordinate in-person and remote meetings for CIO with other senior executives, external investment management partners, internal investments staff and other internal stakeholders. 
  • Manage meeting preparation and follow up.
  • Develop and maintain schedule of external manager meetings; plan ahead to anticipate and confirm any preparation materials that may be needed in advance.
  • Reserve meeting location(s), confirm and follow up on technology needs, arrange ground transportation, catering, and security notifications as needed.
  • Coordinate with investment staff to ensure materials are prepared and submitted in a timely manner and are delivered in the desired format.
  • Take, organize, and/or file detailed meeting minutes as needed.
  • Compose professional communications on behalf of the CIO as needed.
  • Provide leadership to other administrative staff.
  • Establish and maintain effective working relationships at all levels of the organization.

Required Education:

  • College degree.

Highly Preferred Education:

  • Bachelor’s degree.

Required Work Experience:

  • 8+ years of related work experience.

Highly Preferred Work Experience:

  • Supporting, interacting, and coordinating with C-suite and senior leaders including but not limited to the stewardship and handling of restricted communications.
  • Familiarity, interest and/or work experience in investment management.

Required Skills:

  • Exceptional organizational skills, strategic thinking, and attention to detail.
  • Excellent professional judgment and discretion.
  • Excellent MS Office (Word, Excel, Powerpoint) skills.

The hiring range for this position is $31.23-$44.92 per hour. The final salary offer will vary based on individual education, skills, and experience. The position is eligible to participate in FM Global’s comprehensive Total Rewards program that includes an incentive plan, generous health and well-being programs, a 401(k) and pension plan, career development opportunities, tuition reimbursement, flexible work, time off allowances and much more.

FM Global is an Equal Opportunity Employer and is committed to attracting, developing, and retaining a diverse workforce.

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