Senior Administrative Assistant - Johnston - FM

Description

Established nearly two centuries ago, FM is a leading mutual insurance company whose capital, scientific research capability and engineering expertise are solely dedicated to property risk management and the resilience of its policyholder-owners. These owners, who share the belief that the majority of property loss is preventable, represent many of the world's largest organizations, including one of every four Fortune 500 companies. They work with FM to better understand the hazards that can impact their business continuity to make cost-effective risk management decisions, combining property loss prevention with insurance protection.

The Senior Administrative Assistant provides high-level, proactive administrative support to Corporate Affairs. This role requires exceptional judgment, strong organizational skills, and the ability to anticipate needs, handle confidential matters, and independently manage workflows in a dynamic environment. The Senior Administrative Assistant is a central coordination point across the Corporate Affairs team and a partner to attorneys, paraprofessionals, and cross-functional stakeholders. 

The successful candidate will: 

• Be proactive, anticipating needs and acting independently. 
• Serve as a steady operational anchor for the Corporate Affairs team. 
• Adapt quickly, maintain calm under pressure, and ensure nothing falls through the cracks. 
• Demonstrate professionalism, integrity, and a service-oriented mindset.

Schedule and Location

This is an hourly, non-exempt position with a full-time schedule of 37.5 hours per week required. This is an on-site based position with remote flexibility one day per week on Tuesdays or Fridays, based on business needs.

Occasional domestic and international travel preferred but not required.

Executive & Departmental Support 

• Anticipate needs for meetings, briefings, and deadlines by preparing materials, organizing background documents, and supporting follow-up actions. 
• Manage complex calendars, schedule meetings, organize in-person and virtual engagements, prepare and submit expense reports, organize itineraries/travel plans, and coordinate with global partners.
• Handle confidential information with discretion, especially relating to legal, HR, and corporate governance matters. 
• Draft, edit, and format correspondence, presentations, and reports using knowledge of internal policies and team practices.  

Operational Coordination & Workflows 

• Serve as a hub for team operations: organize team meetings, agendas, recurring events, professional development sessions, onboarding schedules, and cross-functional administrative support.  
• Maintain departmental files, shared drives, and document repositories; ensure consistent naming, versioning, and storage practices. 
• Manage, track and assign workflows received from shared inboxes to ensure timely allocation and appropriate resourcing. 
• Support budgeting, vendor management and documentation, invoice submission, and business planning activities as needed.   
• Track priorities, follow up on outstanding tasks, and help leadership maintain visibility across active matters. 

Communication & Stakeholder Engagement 

• Act as first point of contact for internal clients, global colleagues, and executives; assess needs and direct matters appropriately. 
• Coordinate with L&GA leadership team to ensure smooth information flow and alignment with broader activities and strategy.  
• Prepare materials for meetings and support communications, including announcements, onboarding coordination, and cross-functional updates. 

Special Projects & Support Needs 

• Support onboarding and integration of new hires in Corporate Affairs. 
• Assist with coordination of attorney registrations and bar memberships, CLE tracking support, and legal operations processes as needed. 
• Compile data, generate summaries or reports, and assist with special assignments requiring research, coordination, or judgment. 
Qualifications:
• Demonstrated experience supporting senior leaders or legal professionals in a fast-paced environment. 
• Strong judgment, discretion, and reliability in handling confidential matters. 
• Excellent organization and time management skills; able to manage multiple priorities with minimal supervision. 
• Strong communication skills (written and verbal) and comfort interacting across organizational levels. 
• Advanced proficiency in Microsoft Office Suite and familiarity with Teams, SharePoint, and shared file structures. 
• High School diploma or equivalent (a combination of education and work experience will be considered in lieu of a degree). 

Required Experience 

• 5+ years of administrative experience in a corporate setting, preferably for a legal department 

Required Skills 

• Thorough knowledge of Microsoft Office applications
• Excellent keyboard skills; including typing speed and accuracy  
• Highly refined telephone skills  
• Excellent written and verbal communication skills
• Ability to handle confidential information and materials

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.