Executive Administrative Assistant - Factory Mutual Insurance Company

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 seeking a high-level executive assistant to provide comprehensive support to the Senior Vice President, Western Division Manager. The position is based out of the Dallas Office at the Star in Frisco, TX.  This person will deal with activities that require organization and confidentiality.  The role requires a blend of administrative skills, strategic thinking, and interpersonal abilities to manage complex tasks and facilitate efficient office operations under minimal supervision.

This position is an in-office position. The position is eligible to participate in FM’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, time off allowances and much more. 

1. Administrative Support:

• • Under minimum supervision, work independently using considerable judgment and confidentiality to support the Western Division Manager and staff.
  • Manage manager and staff’s schedules, including booking appointments, meetings and travel arrangements.

• Prepare and edit correspondence, communications, presentations and other documents.
• Handle incoming and outgoing communications on behalf of the manager and staff.
1. Meeting Coordination:
• Organize and coordinate meetings, conferences, and teleconferences.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Ensure meeting rooms are properly set up and equipped.
• Coordinate offsite meetings for clients that will require travel and include hotel selections, contract reviews and invitations.
2. Travel Management:
• Arrange detailed travel plans, itineraries, and accommodations.
• Handle travel logistics and resolve any issues that arise during travel.
3. Data Management:
• Maintain and organize office files, both electronic and physical.
• Manage databases and ensure the accuracy of records and information.
4. Financial Tasks:
• Prepare and approve expense reports and assist with budgeting and financial planning.
• Handle invoicing and other financial documents.
5. Communication:
• Act as a liaison between the manager, staff members, clients, vendors and all levels of company personnel.
6. Office Management:
• Oversee office supplies and equipment, ensuring they are maintained and replenished as needed.

• • Education:
    • College degree preferred.
  1. Experience:
  • Five years of experience in administrative roles supporting senior executives.
  2. Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Familiarity with office management systems and procedures.
  • Knowledge of travel and expense management software is a plus.
  3. Interpersonal Skills:
  • Exceptional written and verbal communication abilities, coupled with strong interpersonal skills.
  • Strong organizational and time-management skills.
  • Ability to work independently and as part of a team.
  4. Problem-Solving:
  • Strong problem-solving and decision-making abilities with attentional to detail.
  • Ability to handle confidential information with discretion and integrity.
  5. Flexibility:
  • Adaptability to changing priorities and demands.
  • Willingness to work outside normal business hours when necessary.
  • Ability to occasionally travel for offsite meetings.

The hourly range for this position is $31.23 to $39.08. The final salary offer will vary based on geographic location, individual education, skills, and experience. The position is eligible to participate in FM’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.