Administrative Assistant

The Administrative Assistant provides basic administrative support and limited operational support to one or more managers and/or unit. Responsibilities will typically include answering phones, arranging meetings, coordinating calendars, and creating/maintaining documents. Assists in basic data collection, budget administration, compiling and organizing materials as well as preparing standardized reports, spreadsheets, and presentations.

This is a full-time onsite position which requires employees residing within 50 miles of the San Juan, Puerto Rico work onsite at the office from Monday – Friday, 8:30 AM to 5:00 PM AST.

Responsibilities:

• Answers, screens and routes telephone calls. Resolves routine administrative problems and answers inquiries. Greets and directs visitors, as appropriate, concerning activities and operations of department/ division.
• Arrange meetings and conferences, schedules appointments and perform other duties related to maintaining one or more individual calendars.  Ensure materials are prepared and distributed; handles any related logistics.
• Receives and responds to routine correspondence (some of which may be confidential); proofreads, revises and edits other materials for accuracy, thoroughness and appropriateness.
• Compiles, updates, organizes and/or analyzes basic information for inclusion in huddle boards, reports, budgets, presentations and/or customer packages; prepares charts, graphs, or other presentations as necessary.
• Coordinates travel arrangements, in an effort to make efficient usage of time.  May assist with small scale event planning.  Processes-related expenses.
• Maintains/updates staffing lists, organizational charts, employee contact information, department newsletter, etc.  Assists with new hire setup/onboarding and training coordination. May act as office/department safety contact and provide support to business continuity work.
• Provides support to compliance-related work, to include records retention, reconciliation, and auditing work.
• Prepares, organizes, maintains and retrieves documents, to include scanning and online archiving.
• Sorts, screens, and distribute incoming and outgoing mail; prepare photocopies, and operates a variety of office equipment.  May order and maintain supplies.

• Ability to apply basic administrative skills to perform standardized duties (e.g., to prepare communications, reports, spreadsheets, exhibits for presentations, etc.) and acquire a better understanding of the business operations.
• Effective organizational, interpersonal and communication skills required to help resolve routine problems, answer general questions and know when to escalate more complex issues.
• Ability to use software applications (e.g., MS Office) to create basic exhibits, presentations, reports, spreadsheets, etc.
• Typically requires a minimum of 0 to 2 years of relevant administrative experience and/or successful completion of an administrative assistant certificate program.