Factory Mutual · 2 days ago
Senior Administrative Assistant
Walnut Creek, CA
Full-time
Onsite
Senior Level
5+ years expFactory Mutual is a leading property insurer of the world's largest businesses, providing engineering-based risk management and property insurance solutions. They are seeking a highly organized and strategic individual to join as a Senior Administrative Assistant, supporting the Client Service Team and other operational teams with various administrative tasks and event planning responsibilities.
Facilities Services
Responsibilities
Manage incoming and outgoing correspondence with external clients, brokers, and internal stakeholders
Handle a variety of administrative tasks in alignment with company policies and executive preferences, including but not limited to:
Complex calendar management
Event planning - all logistics from start to finish
Expense reports
Maintain files and records
Purchasing supplies
Tracking invoices and budgets
Tracking Client Service Team processes
Travel itineraries
Organize and coordinate in-person and remote meetings for the management team, Client Service Team, and office-wide events as needed
Plans and manages all Client Service events, including but not limited to meetings, trainings, and internal and external client events and social functions
Reserve meeting location(s), coordinate logistics such as technological needs, travel arrangements, catering, reservations, etc
Prepare weekly, monthly, and quarterly reports for management, Client Service Team and Account Engineers
Maintain electronic filing systems, contact databases, various tracking worksheets, etc
Foster a collaborative and responsive work environment with management and team members
Assist and back up the executive assistant and other administrative assistants, when needed
Perform any additional duties requested by management
Qualification
Required
Manage incoming and outgoing correspondence with external clients, brokers, and internal stakeholders
Handle a variety of administrative tasks in alignment with company policies and executive preferences, including but not limited to: Complex calendar management, Event planning - all logistics from start to finish, Expense reports, Maintain files and records, Purchasing supplies, Tracking invoices and budgets, Tracking Client Service Team processes, Travel itineraries
Organize and coordinate in-person and remote meetings for the management team, Client Service Team, and office-wide events as needed
Plans and manages all Client Service events, including but not limited to meetings, trainings, and internal and external client events and social functions
Reserve meeting location(s), coordinate logistics such as technological needs, travel arrangements, catering, reservations, etc
Prepare weekly, monthly, and quarterly reports for management, Client Service Team and Account Engineers
Maintain electronic filing systems, contact databases, various tracking worksheets, etc
Foster a collaborative and responsive work environment with management and team members
Assist and back up the executive assistant and other administrative assistants, when needed
Perform any additional duties requested by management
Advanced proficiency of all Microsoft Suite (Outlook, Word, Excel, PowerPoint) and ability to learn new systems and software used for administrative support
Meticulous attention to detail, highly organized, and strong problem-solving skills
Strategic planning abilities with strong calendar and deadline management
Ability to manage multiple priorities, adapt quickly to changing needs and approach every task with a steady, can-do attitude
Excellent written and verbal communication skills
Proven experience in event planning from concept to completion
Strong interpersonal skills with the ability to build professional internal and external relationships
Leadership capabilities to support and guide other administrative staff
Trusted to handle confidential information with integrity and discretion
Creative skills in designing visual materials and promotional content using diverse tools
Associate's or Bachelor's degree
Preferred
Bachelor's degree
Minimum of 5+ years of administrative experience and event planning
Benefits
Medical, dental and vision insurance
Life and disability insurance
Well-being programs
A 401(k) and pension plan
Career development opportunities
Tuition reimbursement
Flexible work
Time off, including vacation and sick time
Company
Factory Mutual
Johnston, RI, US
51-200 employeesFunding
Current Stage
Growth StageCompany data provided by crunchbase