(Please read carefully) If you don't qualify please DO NOT apply.
FLSA EXEMPT Executive Administrative Secretary, which is highly organized, hardworking and self-motivated, capable of keeping the Puerto Rico office running smoothly. The ideal candidate will report to executive management and will require minimal direct supervision. The selected candidate will maintain calendars and schedules for several other departments; Therefore, he or she must have superb time management and organization skills.
The candidate will be comfortable with general office operations, including electronic correspondence, filing, typing reports and distributing mail. This position will be one of the faces of our organization, and therefore should have excellent people and communication skills in order to best work with our clients. It’s expected that the person occupying this position will help the company become more efficient by contributing fresh ideas and processes.
Essential Functions: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.
Basic Responsibilities:
- Manage workflow and ensure deadlines are met and work is completed correctly.
- Collect, count, and disburse money.
- Do bookkeeping and complete banking transactions.
- Collect and update accounts receivables
- Communicate with customers, employees and other individuals to answer questions, disseminate or explain information. Take orders and address complaints.
- Answer telephones, direct calls and take messages.
- Compile, copy, sort and file records of office activities, business transactions and other activities.
- Complete and mail bills, contracts, policies, invoices and checks.
- Operate office machines such as photocopiers, scanners, facsimile machines, voice mail systems and personal computers.
- Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines
- Maintain office supplies by checking inventory and order items
- Compute, record and proofread data and other information, such as records or reports.
- Maintain and update filing, inventory, mailing and database systems, either manually or using a computer.
- Open, sort and route incoming mail. Answer correspondence and prepare outgoing mail.
- Review files, records and other documents to obtain information to respond to requests.
- Deliver messages and run errands.
- Inventory and order materials, supplies and services.
- Complete work schedules, manage calendars and arrange appointments.
- Process and prepare documents such as business or government forms and expense reports.
- Type, format, proofread and edit correspondence and other documents.
- Count, weigh, measure and organize materials.
- Prepare meeting agendas, attend meetings and record/transcribe minutes.
- Performs other related work as assigned or required.
Qualifications:
- Fully bilingual. Fluently read and write in Spanish and English.
- 5 years or more (performing described job functions)
- Experience in bookkeeping and tracking of financial transactions.
- Familiarity with office procedures and accounting principles
- Good organization, scheduling and time management skills.
- Associate's or bachelor's degree required.
- Previous experience with administrative duties in an office setting.
- Excellent knowledge of MS Office and QuickBooks (preferred)
- Excellent organizational and multi-tasking abilities.
- Working knowledge of office devices and processes.```Duties```
- Provide high-level administrative support to senior executives and management team
- Manage and maintain executive calendars, including scheduling appointments, meetings, and conferences
- Coordinate travel arrangements and accommodations for executives
- Prepare and edit correspondence, reports, and presentations
- Handle confidential and sensitive information with discretion
- Answer and screen phone calls, take messages, and redirect calls as appropriate
- Greet visitors and direct them to the appropriate person or department
- Perform general clerical duties, such as filing, photocopying, scanning, and faxing
- Maintain office supplies inventory and place orders when necessary
- Assist with data entry tasks and maintain accurate records
```Experience```
- Proven experience as an administrative secretary or similar role
- Strong organizational skills with the ability to prioritize tasks effectively
- Excellent written and verbal communication skills
- Proficient in using office software such as Microsoft Word, Excel, and PowerPoint
- Familiarity with office equipment (e.g., printers, scanners) and basic troubleshooting
- Ability to multitask and work well under pressure in a fast-paced environment
- Attention to detail and accuracy in all aspects of work
- Professional demeanor with excellent phone etiquette and customer service skills
Note: This is a sample job description for a Senior Administrative Secretary position. The actual job description may vary depending on the specific requirements of the company.
Job Type: Full-time
Pay: From $30,000.00 per year
Benefits:
- Employee assistance program
- Paid time off
- Parental leave
Schedule:
- 8 hour shift
- Monday to Friday
Education:
Experience:
- performing described job functions: 5 years (Required)
Language:
- English (Required)
- Spanish (Required)
Ability to Relocate:
- Toa Baja, PR 00949: Relocate before starting work (Required)
Work Location: In person