Executive Administrative Assistant, Investments - 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.

Summary:

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. 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 the stewardship and frequent handling of restricted communications.

Schedule & Location:

This is an hourly, full-time, office-based position with a primary location in Waltham, MA, and a secondary location in Boston, MA. The schedule is Monday through Friday with a start time of 8 AM – 9 AM with flexibility; end times vary based on business needs.

This employee will remotely support the NYC office as needed, with optional travel (less than 10% annually) 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 rebookings
• 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:

• High School Diploma

Highly Preferred Education:

• College Degree/Bachelors degree

Required Work Experience:

• 8+ years of related work experience
• Supporting, interacting, and coordinating with C-suite and senior leaders including but not limited to the stewardship and handling of restricted communications

Highly Preferred Work Experience:

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