The Administrative Assistant provides administrative support to the Plant Leader and the site leadership team within the Puerto Rico Manufacturing Operations (PRMO). Working in a highly confidential and fast-paced environment, this role partners closely with senior leaders to manage complex administrative, coordination, and communication activities critical to effective site leadership and operations. Serving as a key liaison across the organization, the Administrative Assistant supports strategic and operational priorities and contributes to overall organizational efficiency.
Knowledge, Skills, and Abilities:
- Fully bilingual (English/Spanish) with exceptional written and verbal communication skills.
- Strong organizational, planning, prioritization, and time-management skills, with the ability to manage multiple tasks and competing priorities in a fast-paced environment.
- Advanced reporting, presentation, and documentation skills, demonstrating strong attention to detail and accuracy.
- Must demonstrate flexibility in work schedules and be available to work extended hours, evenings, weekends, or additional time as business and operational needs require.
- Proven ability to manage complex scheduling, travel logistics, and executive-level coordination.
- Excellent interpersonal and collaboration skills, with the ability to build effective working relationships across all organizational levels, including senior leadership and external stakeholders.
- Proficiency in Microsoft Office 365 (Excel, Word, PowerPoint, Outlook, Teams), including advanced use of Microsoft Copilot and other Artificial Intelligence (AI) platforms and digital productivity tools, to develop presentations, improve administrative processes, reports, meeting summaries, communications, data analysis, and process efficiencies.
- Up-to-date knowledge of modern office technologies and administrative tools to enhance productivity and efficiency.
- Demonstrated sound judgment, discretion, and handling of confidential information with professionalism and integrity.
- Demonstrated ability to quickly learn and adapt to emerging technologies, digital platforms, and AI-driven solutions that support business and operational objectives.
- Ability to work independently with minimal supervision, exhibiting accountability, reliability, and strong work ethic.
- Flexible, proactive, and adaptable, with a strong customer-service mindset, commitment to teamwork, and continuous improvement.
Work Environment:
- Generally, it works in a closed environment, in office conditions, with loud level of noise and controllable changes of temperature.
- Needs to stand, walk and be seated for a long period of time.
- Uses hands to feel, finger or handle and reach.
- Works with a personal computer and programs to prepare documents or reports.
- Applies communication skills (advanced reading, writing, and technical skills) and mathematical concepts knowledge to perform work and coordinate with others.
- Needs to have high analytical capacity and level of professionalism and judgment to resolve problems.
Experience:
- Minimum of five (5) years of progressive experience providing administrative support, preferably to General Manager, Director, or senior leadership-level roles.
- Demonstrated experience managing complex calendars, schedules, and administrative support for leadership teams.
- Previous experience working in a regulated manufacturing environment, such as medical devices, pharmaceuticals, or biotechnology.
Education:
- Bachelor's degree in business administration, Office Administration, Office Systems, or a related field.
- Professional certifications in Office Administration, Executive Support, Administrative Management, or Project Coordination are preferred.
- Serve as a trusted administrative partner to the Plant Leader, acting as the main point of contact between the Plant Leader, the site leadership team, and internal and external stakeholders, ensuring professional, timely, and effective communication.
- Safeguard confidential and sensitive information by handling operational, financial, and personnel data with the highest level of discretion, in strict compliance with company policies and regulatory standards.
- Manage and coordinate calendars for the Plant Leader, including scheduling meetings, leadership sessions, conferences, department reviews, executive visits, and corporate events, ensuring optimal time management and prioritization.
- Prepare and manage Plant Leader communications and documentation, including meeting agendas, minutes, reports, presentations, briefs, communications, and data summaries, ensuring accuracy, clarity, and timeliness.
- Plan and coordinate domestic and international travel arrangements for the site leadership team, including flights, accommodations, transportation, itineraries, and logistics, ensuring compliance with company travel and expense policies.
- Coordinate and support internal and external meetings, site events, town halls, audits, and corporate visits, including logistical planning, material preparation, on-site support, and post-event follow-up.
- Track, monitor, and follow up on action items and commitments arising from leadership meetings, audits, and operational reviews, ensuring accountability and timely completion.
- Provide comprehensive administrative and operational support, including receiving and routing phone calls, managing correspondence, organizing files, and maintaining accurate documentation systems in alignment with quality and regulatory standards.
- Utilize Artificial Intelligence (AI), digital productivity tools, and automation technologies to develop, analyze and improve administrative processes, systems, and workflows, enhancing efficiency, productivity, communication, and data-driven decision-making while ensuring compliance with company policies and confidentiality requirements
- Facilitate cross-functional communication and collaboration between departments to support plant operations and site leadership initiatives.
- Prepare, submit, and track expense reports for the Plant Leader and site leadership team, as well as process purchase orders, invoices, and small budget items, ensuring accuracy, documentation integrity, and timely completion.
- Resolve administrative and operational issues by coordinating report preparation, analyzing data, identifying solutions, and proactively addressing challenges.
- Contribute to overall team effectiveness by supporting special projects, expediting work results, and performing related duties as assigned.
Quality System Responsibilities
- Comply with the Quality System Regulation (QSR).
- Executes job responsibilities as established in the Standard Operating Procedures (SOP).
- Follows the documentation procedures.
- Completes training for the qualification and certification, as required, to execute the job.
Environmental, Occupational Health and Safety Responsibilities
- Embraces, supports and aligns with corporate social responsibility policies while complying with applicable environmental, health and safety laws, regulations, procedures and corporate standards.
- Notifies conditions, near misses, accidents and incidents including environmental, that occurred in site's premises to prevent or eliminate any risk or exposure.
- Communicates any process changes that may impact Environmental, Health, Safety and Sustainability aspects to ensure compliance with regulatory obligations including protection of people and the environment.
- Promotes a safe and environmentally friendly workplace.
"We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace."
