Administrative Assistant

Job Description

Job Description

  Job Description 

Department

Administration  

Location

342 San Luis St., Suite 304, San Juan, PR 00920

Position

Administrative Assistant

Reports to

María Miranda De Jesús

Title

HR & Finance Director

Position type:

Full time

Part time

Contract

In house

Shift hours: 40 weekly

Operating: Monday to Friday: 8:00 am to 5:00 pm

Extent

No extent

The Administrative Assistant is responsible for providing high-level administrative support to the organization and its Human Resources, Finance and Operations departments. He will collaborate as the main intermediary to channel any request from a visitor, client, employee and manager of the company. It includes providing support to assist with daily office needs and managing the general administrative activities of our company. Contribution in the improvement of processes, the structure of the company and the final results of the organization, by improving the quality of service and customer satisfaction, reducing costs, and modernizing work processes.

- Collaborates with the coordination and planning of internal and external meetings

* Logistics to organize meeting place, food services, equipment, etc.

- Manage confidential files and documents

- Coordination and administration of trips, flight reservations and lodging

- Maintenance of company contacts database

- Carrying out and coordinating inventory of purchases, office supplies and equipment, cafeteria service, first aid kit or others as required

- Channel phone box, answer and transfer calls

- Manage conference availability and use

- Write and distribute emails, correspondence notes, letters, faxes and forms

- Distribute received correspondence

- Realization of virtual calendars of meetings and reminder events

- Coordinate the internal and external messaging of the company

- Attend visits

- Supervise Maintenance personnel and fulfillment of tasks

- Creation and drafting of documents

- Any other task designated by your supervisor or immediate manager, not limited to the aforementioned

- Minimum of 1 to 2 years of experience in Reception or Administrative Assistant

- Knowledge of office management systems and procedures

- Practical knowledge of office equipment, such as printers, laminating machine, binding process, among others

- Time management, punctuality, and sense of urgency

- Analytical, methodical, and numerical ability

- Highly attentive to detail, organized, honest, ethical and responsible

- Mastery of Microsoft Office programs

- Trained to work under pressure and able to respond to high volume of work

- Ability to work in a team

- Good verbal and written communication, interpersonal and problem solving