Executive Secretary Jobs in Puerto Rico (NOW HIRING)

Location: Manatí, Puerto Rico

Work Arrangement: On-Site 

Job Overview

We are seeking a highly organized and detail-oriented Administrative Assistant – Project & Operations Support to provide administrative and coordination support to project teams, leadership, and daily business operations.

The position will be responsible for maintaining accurate documentation, coordinating meetings, tracking action items, supporting project activities, and ensuring effective communication and organization across teams.

The ideal candidate will have previous experience working in a pharmaceutical or other highly regulated environment, although pharmaceutical experience is preferred rather than required.

Main Responsibilities

• Perform general administrative tasks and provide day-to-day support to the organization.
• Provide administrative support to project management, leadership, and operational teams.
• Coordinate meetings, calendars, internal communications, and follow-up activities.
• Prepare and distribute meeting agendas and meeting minutes.
• Maintain and update action item logs, including follow-up on assigned tasks and deadlines.
• Maintain accurate and up-to-date team rosters, contact lists, and organizational information.
• Track project-related information and provide administrative follow-up to project teams.
• Create and maintain organized project folders, files, records, and documentation.
• Coordinate document preparation, review, approval, and signature processes.
• Prepare presentations, reports, spreadsheets, and other business documents.
• Enter and track project data and maintain accurate records.
• Assist with project schedules, resource coordination, and administrative follow-up.
• Support communication and coordination among internal teams, vendors, and other stakeholders.
• Maintain organized electronic and physical filing systems.
• Support employee-related documentation and administrative processes.
• Coordinate travel arrangements, shipping, receipts, and vendor communications as needed.
• Assist with inventory of office supplies and general office organization.
• Support training coordination, meetings, and professional development activities.
• Assist with preparation of internal reports, metrics, and status updates.
• Provide basic administrative support for finance activities, including invoice tracking, expense documentation, and data entry.
• Assist with budget-related administrative tasks and maintain supporting documentation.
• Support marketing or communication activities when needed, including basic Canva materials.
• Support the implementation of internal policies, procedures, and continuous improvement initiatives.
• Collaborate on special projects and perform additional administrative duties as assigned.

General Requirements

• Fluent in Spanish and English, both spoken and written.
• Proficient in Microsoft Office 365, including Teams, SharePoint, Outlook, Excel, Word, and PowerPoint.
• Experience with Canva is preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities, meet deadlines, and follow up on pending activities.
• Excellent verbal and written communication skills.
• Strong follow-up and coordination skills.
• Ability to work effectively with different teams and levels of an organization.
• Previous experience supporting project teams or project coordination is preferred.
• Previous experience in the pharmaceutical industry or another highly regulated environment is preferred.

Education Requirements

• Bachelor's degree in Business Administration, Secretarial Science, Office Administration, or a related field.
• A combination of education and relevant administrative experience may be considered.

Experience Requirements

• 2+ years of experience as an Administrative Assistant, Project Assistant, Project Coordinator, Office Administrator, or similar role.
• Previous experience providing administrative support to teams, managers, or project groups.
• Experience with meeting coordination, documentation, action-item tracking, and maintaining organized records.
• Experience working in a pharmaceutical, biotechnology, medical device, healthcare, or other highly regulated environment is preferred.
• Experience supporting project teams or operational activities is preferred.
• Basic exposure to finance-related administrative activities such as invoices, expenses, or budget tracking is a plus, but strong finance experience is not required.

Physical Requirements

• Ability to sit for extended periods of time.
• Light physical activity may occasionally be required.
• Ability to visit field or project locations as needed.
• Must be able t