Administrative Assistant

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.

São Paulo Office is looking for an Administrative Assistant. The successful candidate will possess strong organizational skills, creativity and be a self-starter.

This position will report to the Client Service Manager. The successful candidate will provide administrative support to the Client Service Manager and to the Client Service Team while also supporting the Business Administration Manager in events coordination and some administrative tasks.

Key Responsibilities:

• Coordinate requests from clients and internal stakeholders, ensuring timely follow-up and resolution.
• Maintain internal files well organized for indigenous accounts as well as call reporting for client meetings.  
• Prepare client reports and presentations as needed by the client service team.
• Support the execution of the Client Service Process by tracking key milestones, following up with the team and providing management reports.
• Calendar management, meeting coordination, travel arrangements, and visitor support.
• Assist with expense reports and purchase requisitions.
• Support employee engagement activities, internal communications and office events.
• Support business continuity readiness, license documentation and compliance records.

Qualifications

• High School Diploma required; higher education in Administration, Business or related field preferred.
• 2+ years of experience in administrative support, customer service or office administration.
• Advanced organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook and Teams).
• Strong communication skills in Portuguese; English preferred.
• Ability to handle confidential information with discretion.
• Customer-focused mindset and proactive problem-solving approach.