Administrative Assistant

Company Overview

Our client is one of the main managers and developers of the ports in Puerto Rico. They are looking for an Administrative Assistant.

Job Summary

The Administrative Assistant to the General Manager provides direct support in daily operations by coordinating schedules, communications, and administrative tasks. This role acts as a liaison between the General Manager and other departments, ensuring organization, confidentiality, and efficient prioritization of responsibilities.

Responsibilities and Duties

• Processes all correspondence from General Manager.
• Answer phone calls and take messages.
• Keeps calendar.
• Prepare meeting agendas and packets.
• Email copy drafts for the executive vice president.
• Responsible for ordering and stocking office supplies for the Executive President.
• Coordinate monthly reports for the Progress Committee.
• Help with Campus reports.
• Reconciles credit card purchases for Advancement EVP on a monthly basis, ensuring all receipts are obtained and submitted to accounting with proper documentation.
• Run expense reports for Advancement EVP
• Assist in various functions and events, is Luncheon and other activities.
• Basic use of the ADP system, including managing employee information, time and attendance, and payroll, as well as supporting Human Resources functions such as maintaining personnel files, coordinating hiring processes, and tracking documentation.

• Bachelor’s degree required with 6+ years of administrative experience.
• Strong analytical and communication skills are an essential element of the position.
• Ability to work with mathematical concepts such as those required for composition of financial reports.
• Ability to apply concepts such as fractions, percentages, rations and proportions to practical situations.
• Excellent organizational and time management skills.
• Proficient in Microsoft Office Suite or similar software.
• Fully bilingual, English and Spanish.