Operations Administrative Assistant Jobs in Puerto Rico

Description
Requirements

• Bachelor's degree in administration or related field.
• 5 years' experience in Administrative Assistant roles at executive level.
• Excellent written and verbal communication skills.
• Strong time management and organizational abilities.
• Proficiency with office productivity tools and a willingness to learn new software and systems.
• Flexible, adaptable team player with a commitment to confidentiality.
• Experience in budget and expense management.

• Experience in developing internal processes and filing systems.

• Logical thinker, attention to detail, and good analytical and problem-solving skills.

• Able to coordinate and establish priorities.
• Strong organizational skills with ability to multi-task.
• Proficient in computer software such as: Word, Excel, Power point
Fully Bilingual.
Key Responsibilities:
Support for CEO:
• Provide professional and personal scheduling for the CEO, managing agendas, emails, phone calls, and client interactions.
• Coordinate complex scheduling and information flow for senior executives.
• Manage travel logistics for senior executives, including transportation, accommodations, and meals.
Confidential Matters:
• Proper management of sensitive information related to the CEO and the organization.
• Executive Communications: All emails, phone calls, and messages, whether personal or professional, should be treated with confidentiality. You may be privy to discussions and correspondence that contain sensitive information.
• Handle documents, reports, and memos that are of a confidential nature is a regular part of this role. It is essential to maintain their security and prevent unauthorized access.
• Accurate recording of meeting minutes is crucial. The information discussed during meetings, whether strategic or personal, should be treated with the utmost discretion and never disclosed without proper authorization.
• Entrusted with CEO personal matters, such as managing their personal schedule, correspondence, and confidential family or health-related information. These matters must remain private and protected.
• Filing and recording of Corporate records, personal files, and other documents should be handled with care and kept secure.
• Discretion and confidentiality with access to information that is not meant for public knowledge.
• Build and maintain trust with the CEO and the executive team is critical. Maintain discretion, reliability, and the ability to safeguard personal and confidential information.
Administrative Support:
• Assist CEO and C Level executives in daily administrative tasks, including calendar management, meeting coordination, and correspondence handling.
• Arrange travel itineraries and accommodations for executives, ensuring seamless logistics.
• Prepare and distribute meeting materials, agendas, and presentations.
• Record accurate meeting minutes, documenting discussions, and decisions.
• Assist in document preparation, editing, and report creation.
• Manage executive's appointment schedule, plan meetings, and attend to travel arrangements.
• Welcome guests and customers, both in person and on the telephone, and answer inquiries.
• Maintain confidentiality and protect operations.
• Complete projects by assigning work with clerical staff and ensuring results are delivered.
• Secure information through database backups.
• Maintain office supplies inventory and equipment.
• Stay updated through education and professional development.
• Provide office support, including typing, dictation, spreadsheet creation, and maintenance of filing systems.
• Organize team communications and plan internal and off-site events.
Communication and Coordination:
• Manage and prioritize incoming communications, redirecting as necessary.
• Liaise with internal and external stakeholders, facilitating effective collaboration.
• Act as a liaison between executives and various stakeholders, handling inquiries and resolving issues professionally.
Special Projects:
• Coordinate and oversee special projects, including data research and report preparation.
• Organize and maintain files and records to ensure accessibility and accuracy.
Additional Functions:
§ To Fulfill duties and responsibilities of the position as stipulated in the Job Description. Conform with all the Company's People Department Policies.
§ Observe the safety and hygiene measures established by the Company.
§ Not engaging in improper, disorderly, criminal, or immoral behavior that may reasonably affect the best interests of the Company.
§ Comply with the orders and instructions of your direct supervisor.
§ Do not compete with the activity and business of the Company.
Working Conditions/ Physical Requirements
• While performing the duties of this job, the employee is regularly required to talk and hear.
• The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl.
• The employee must frequently lift and/or move up to 10 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Note: This Job Description details the general position requirements and responsibilities. However, it should not be stipulated that they should be considered as absolute. The company may require the employee to perform other related duties which are not detailed in this Job Description in order to meet the objectives of the position in relation to the requirements of the company. Should you have any questions regarding your roles and responsibilities, please contact your immediate supervisor or People Department Representative.
Requirements
• Bachillerato en Administración o campo relacionado.
• 5 años de experiencia en funciones de Asistente Administrativo a nivel ejecutivo.
• Excelentes destrezas de comunicación escrita y verbal.
• Fuertes habilidades de manejo del tiempo y organización.
• Dominio de herramientas de productividad de oficina y disposición para aprender nuevos programas y sistemas.
• Persona flexible, adaptable, con capacidad para trabajar en equipo y con alto compromiso con la confidencialidad.
• Experiencia en manejo de presupuestos y gastos.
• Experiencia en el desarrollo de procesos internos y sistemas de archivo.
• Pensamiento lógico, atención al detalle y buenas destrezas analíticas y de resolución de problemas.
• Capacidad para coordinar y establecer prioridades.
• Fuertes habilidades organizativas con capacidad para realizar múltiples tareas simultáneamente.
• Dominio de programas de computadora tales como: Word, Excel y PowerPoint.
Completamente bilingüe.