Conference Services Manager Jobs in Puerto Rico (NOW HIRING)

CooperVision (CVI), is actively recruiting a Senior Administrative Assistant. This role will provide personalized administrative support to several CVI Global Leaders, handling a variety of critical and confidential tasks related to their work life and communications. The role requires a keen eye for detail, excellent organizational skills, and the ability to manage projects effectively in a timely manner.  Position is based in Juana Diaz, Puerto Rico

Key Job Responsibilities

• Serve as a seamless conduit between executives, leadership teams, and senior management, ensuring the utmost integrity and discretion in handling confidential information while maintaining a professional demeanor across various communication channels.
• Cultivate and sustain robust relationships with individuals and stakeholders, at all organizational levels, both internal and external, fostering a collaborative environment.
• Efficiently coordinate, manage, and proactively anticipate the complex calendars and schedules of executives, liaising with teams, cross-functional stakeholders, and external partners.
• Craft and customize routine and ad-hoc correspondence, memorandums, presentations, and reports to meet the specific needs and preferences of executives.
• Record and manage department meeting minutes, ensuring timely follow-up on action items identified by supported executives.
• Safeguard customer confidence and uphold operational integrity by maintaining strict confidentiality in handling sensitive information.
• Oversee executives' schedules, including meeting, conference, and teleconference arrangements, as well as coordinating national and international travel logistics.
• Act as the primary point of contact between executives and internal/external clients, ensuring effective communication and resolution of inquiries.
• Drive operational efficiency by scheduling and assigning administrative projects and expediting work results to meet organizational objectives.
• Contribute collaboratively to team efforts by achieving related results and supporting colleagues as needed.
• Coordinate external visits for executives, managing logistics and ensuring smooth and professional experience for guests.
• Analyze and revise systems and procedures, considering operational practices, recordkeeping, form controls, office layout, and budgetary requirements, implementing changes for continuous improvement.
• Resolve administrative challenges by coordinating report preparation, analyzing data, and identifying effective solutions.
• Undertake reception duties, including receiving calls, taking messages, and efficiently routing correspondence.
• Manage the end-to-end process of executive expense reports, ensuring accuracy and timely completion.
• Produce comprehensive reports, presentations, and briefs to support executives in decision-making processes.
• Other duties as assigned.  

Minimum Requirements

• Highly proficient in utilizing MS Office tools and overall technology for enhanced productivity and efficiency in administrative support provided.  
• Working knowledge of existing software and applications such as travel, expense reporting, and procurement, among others.  
• Fully bilingual (English/Spanish) with superior/advanced oral and written proficiency in both languages.
• Exceptional verbal and written communication skills, demonstrating clarity, effectiveness, and assertiveness maintaining composure and flexibility in diverse situations..  
• Outstanding organizational and project support abilities, ensuring efficient task execution and goal attainment.
• Proven capability to establish meaningful relationships across all organizational levels.
• Adherence to discretion and confidentiality in handling sensitive matters.
• Exemplary reporting, presentation, planning, and time management skills.
• Stay current with advancements in office tools and applications to optimize work processes.
• Exceptional multitasking and prioritization skills to manage daily workload effectively.
• Expertise in handling travel, large executive / leadership team meetings globally and event logistics for seamless outcomes.  
• Excellent interpersonal skills, coupled with high motivation, self-initiative, and a strong sense of responsibility.

• Team-oriented and service-driven, emphasizing the importance of collaborative relationships with colleagues.

Experience: 

• Five (5) years of experience as an Executive / Administrative Assistant required, supporting senior management (GM and/or director level) required.  Exposure to a global setting, matrixed environment and regulated industry strongly preferred.  
• Proven track record of successful administrative support, showcasing a depth of experience and competence in managing tasks related to high-level executives.
• Mastery of administrative processes and responsibilities, with a focus on delivering exceptional support to senior management.

Education: 

• Bachelor's Degree required.  Business Administration, Office Administration, or related fields highly preferred.   

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