What are the responsibilities and job description for the Executive Administrative Assistant position at FM?
FM 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 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.
The Western Division is looking for an Executive Administrative Assistant to handle the administrative duties for the Operation Manager of the Dallas Office (Frisco, TX). This person will deal with activities that require organization and confidentiality. Considerable judgment and initiative are needed to determine the approach or action to take in non-routine situations.
Under minimum supervision, works independently using considerable judgment and initiative to handle all executive secretarial and administrative functions on behalf of the senior executive.
Anticipates and prepares materials needed by the senior executives for conferences, correspondence, trips, appointments, meetings, telephone calls, etc. Summarizes the content of incoming materials, specially gathered information, or meetings to assist executive; coordinates the information with background office sources; draws attention to important parts or conflict. Anticipates ways in which executive time may be saved.
Handles details of a confidential nature, and performs administrative functions based on understanding of company policy, executive's views, and philosophy, which can be assumed by this level of administrative assistant.
Schedules appointments for senior executives; arranges travel schedule and reservations.
Will interact with all levels of company personnel as well as clients and vendors.
Handles correspondence, monthly, and quarterly reports, and builds/monitors various tracking logs/reports.
Prepares ad hoc reports and presentations as needed identifying and researching information for inclusion in the report and use of discretion regarding report content, format, and presentation.
Organizes special events.
Coordinates off-site meetings/events for both clients and employees.
High School diploma or equivalent; some college preferred.
8 years of administrative/executive secretarial experience supporting senior management.
Proficiency in both English and Spanish is a plus, but not required.
Excellent MS Office skills – Advanced Word, Excel, and Power Point (working knowledge of other spreadsheet or database software helpful)
Excellent written and verbal communication skills.
Excellent keyboard skills, including typing speed and accuracy.
Meticulous attention to detail
Strong organizational skills
Outstanding interpersonal skills
Highly refined telephone skills
Strong problem-solving and customer-relation skills
Significant ability to appropriately handle and maintain confidential and sensitive information and material.
Ability to provide leadership to other secretarial and clerical staff.
Ability to multi-task and work both independently and in a team environment
Ability to identify problems and complete tasks without requiring instruction or guidance.
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