Administrative Assistant II

Overview

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 Chicago Operations is seeking a highly organized and detail-oriented Administrative Assistant to support our dynamic work group in our downtown Chicago office. This role is essential to ensure smooth operations, efficient use of resources, and adherence to company policies while allowing the team to focus on delivering exceptional risk management and property insurance solutions to our clients.

Depending on the level of the candidate's skill and experience this position may be eligible for Administrative Assistant III.  Varying levels of experience and qualifications will be considered. 

Responsibilities

The successful person in this position will provide administrative support to Operations, Client Service, Account Engineering, Claims and Sales. The key areas of responsibility will include the following:1. Operational Efficiency:• The Administrative Assistant will assist in administrative processes, ensuring that executives and team members can focus on strategic tasks rather than administrative responsibilities.• Efficiently manage calendars, meetings, travel arrangements, and expense reports to reduce downtime and improve productivity.2. Communication and Coordination:• Handle incoming and outgoing communications, including emails and phone calls, to ensure timely responses and better coordination within the team.• Support the planning and execution of meetings and team events, fostering better collaboration and team cohesion.3. Inventory and Resource Management:• Manage office and café supplies, ensuring cost-effective use of resources and adherence to FM’s purchasing policies.• Control inventory to prevent shortages and overstocking, optimizing the use of office space and equipment.4. Engineering Data Management and Reporting:• Collect, compile, and analyze data to provide valuable insights for decision-making and strategic planning. Frequency may occur annually, bi-annually, quarterly, monthly, or ad hoc.• Respond to management requests for assistance, meeting coordination, data entry, purchasing, etc.• Prepare reports using advanced spreadsheet and database applications to enhance the accuracy and reliability of information.5. Project Management Support:• Assisting with project management tasks, including tracking deadlines and deliverables, to ensure projects stay on schedule and meet objectives.• Identify trends and gaps for project management beyond basic spreadsheet update.• Prepares client facing materials, PowerPoints for client opening/closing presentations, and training materials for consultant engineer program (CEP) participants.• Demonstrates a proactive approach to problem-solving to address issues before they escalate, maintaining project momentum.6. Building and Safety Responsibilities:• Act as the contact for building-related matters, including emergency situations and visitor notifications; ensure a safe and secure work environment.• Manage building work orders and participate as life safety team to contribute to the overall well-being of employees.

Qualifications

Education: High School diploma or equivalent, college preferredExperience: 2+ years of administration experience supporting a work group or manager Skills/Knowledge: Knowledge of Microsoft applications, including Word, Excel, PowerPoint, Teams, Copilot, Outlook, accurate keyboard skills, refined communication-both written and verbal, strong interpersonal skills, ability to handle confidential information and material. Occasional travel to the Chicago O’Hare office and at local venues in support of scheduled events.

The position is eligible to participate in FM’s comprehensive Total Rewards program that includes an incentive plan, generous health and well-being programs, defined contribution pension and savings plan, career development opportunities, tuition reimbursement, time off allowances and much more.FM is an Equal Opportunity Employer and is committed to attracting, developing, and retaining a diverse workforce.