Job Title: Sr. Administrative Assistant
Location: Barceloneta, PR 00617
Duration: 8+ months (Possible Extension)
Pay Rate: $24/hr
What are the top 3-5 skills, experience or education required for this position:
1. Performs purchasing of goods and services as required, in compliance and following company purchasing procedures. May also require to follow-up until received and make payment coordination
2. Manages meeting and travel scheduling and expense reporting. Coordinates and/or supports the coordination of events and departments/site activities.
3. Schedules various activities (appointments, meetings, facility/conf rooms usage, etc.) for the Director and other management staff. Manages and directs incoming calls and visitors.
4. Provide assistance to operations in accordance with environmental management, occupational health and safety (EHS) systems and promote continuous improvement. Comply with all EHS procedures and policies including incident reporting, use of PPE, waste management and disposal, and any other program applicable according to the position duties.
Experience Level: 3-5 Years
Purpose:
Provides senior level administrative support to a Director role and/or senior level staff. Serves as back up support to other admin staff. Responsibilities include all administrative functions: answering phones, managing calendars, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, planning meetings/events, creating or revising business documents, preparing presentations from source materials, handling teleconference and phone setups, managing purchases, compiling meeting materials, coordinating events and other similar matters.
Responsibilities:
- Schedules various activities (appointments, meetings, facility/conf rooms usage, etc.) for the Director and other management staff. Manages and directs incoming calls and visitors.
- Develops and maintains an organized filing system for documents required in the department in compliance with corporate and legal guidelines and retention policies.
- Prepares a variety of correspondence, agendas, reports and other materials using word processing, spreadsheets, and database applications. Prepares presentations and others required.
- Performs purchasing of goods and services as required, in compliance and following company purchasing procedures. May also require to follow-up until received and make payment coordination.
- Review and proofread documents, records and forms for accuracy and completeness and in conformance to applicable rules and regulations. Input, modify and update data in systems and records as necessary.
- Collects and compiles data and other information for inclusion in special and periodic reports. Creates and maintains department org charts, employee reports, vacation reports and others as required.
- Manages meeting and travel scheduling and expense reporting. Coordinates and/or supports the coordination of events and departments/site activities.
- Provides support and serves as back-up of the Executive/Site Assistant. May provide training to other less experienced admin staff.
- Provide assistance to operations in accordance with environmental management, occupational health and safety (EHS) systems and promote continuous improvement. Comply with all EHS procedures and policies including incident reporting, use of PPE, waste management and disposal, and any other program applicable according to the position duties.
Qualifications:
- Associate degree in Secretarial Sciences or related field is required. Bachelor's degree is preferred.
- At least 3 years of experience in administrative and secretarial functions.
- Excellent communication skills. Must be fully bilingual English and Spanish. English proficiency is required.
- Intermediate to advanced knowledge of Client Office Suite, Outlook. Knowledge of SAP, Maximo and others preferred.
- Well organized, detail oriented, analytical and excellent time management skills. Self-starter, learn quick and work independently.
- Strongly preferred qualifications include: Anticipate and proactively address area needs; extraordinary communications skills; highly skilled in prioritization; SAP Purchasing system knowledge.
