Administrative Assistant

Job Description

Job Description

Summary

Provide high-level administrative support to executives by managing schedules, preparing reports, coordinating meetings, and handling communication efficiently. This role requires discretion, attention to detail, and the ability to manage multiple priorities.

Key Responsibilities

Draft and prepare correspondence, reports, memos, and other documents using Microsoft Office tools.

Manage calendars, schedule meetings, and coordinate conference calls.

Handle phone calls, emails, and visitors; route communication appropriately.

Organize meetings, prepare agendas, take minutes, and distribute them.

Maintain filing systems and manage internal records and databases.

Conduct research and compile data for presentations and executive reports.

Assist with basic bookkeeping and financial tracking.

Coordinate office services, including supplies, housekeeping, and vendor relations.

Process payroll information and support HR functions when needed.

Support social media management and use of Google Apps and QuickBooks (preferred).

Location

This position is completely on-site at 40 PR-165, Suite 301, Guaynabo, 00966. This position will work shifts from 8 : 00 a.m. to 5 : 00 p.m., Monday through Friday. The candidate preferably resides within 45 to 60 minutes of the work location during peak traffic hours.

Requirements

Education :

Bachelor’s degree in Office Management, Business Administration, or a related field.

Experience :

Minimum of 2 years in an administrative support role.

Language :

Fluent in both Spanish and English (oral, written, and reading comprehension).

Technical Skills :

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Strong knowledge of administrative procedures and office management systems.

Experience with QuickBooks, Google Apps, and social media tools (preferred).

Soft Skills :

Excellent written and verbal communication.

High ethical standards, self-motivated, and able to work independently.

Attention to detail, strong organizational skills, and problem-solving ability.

Service-oriented and professional demeanor.

Other Requirements :

Must be legally authorized to work in Puerto Rico.

Ability to use standard office equipment (computer, printer, etc.).

Part-time, variable hours. On-call availability required