Administrative Assistant Job at Smart Precise Solutions, Inc. in 00969

SUMMARY:

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

KEY DUTIES AND RESPONSIBILITIES

• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software. ·
• Handling external or internal communication or management systems ·
• Answer phone calls and direct calls to appropriate parties or take messages. ·
• Make contact with executives and key persons of Company clients or Prospectus and coordinate presentation meetings with Board of Directors. ·
• Attend meetings to record minutes. · Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Greet visitors and determine whether they should be given access to specific individuals. ·
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. · Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work. ·
• File and retrieve corporate documents, records, and reports. · Make travel arrangements for executives. · Open, sort, and distribute incoming correspondence, including faxes and email. ·
• Prepare responses to correspondence containing routine inquiries. · Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings. ·
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives. · Provide clerical support to other departments. ·
• Manage and maintain executives' schedules. ·
• Process payroll information. ·
• Compile, transcribe, and distribute minutes of meetings. · Set up and oversee administrative policies and procedures for offices or organizations.
• Arrange for employee training by scheduling training or organizing training material. Interpret administrative and operating policies and procedures for employees.
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

REQUIREMENTS: EXCELLENT COMMUNICATION SKILLS AT ALL LEVELS. FLUENT IN SPANISH AND ENGLISH ( ORAL, WRITTEN, READ). KNOWLEDGE OF THE STRUCTURE AND CONTENT OF THE ENGLISH LANGUAGE INCLUDING THE MEANING AND SPELLING OF WORDS, RULES OF COMPOSITION, AND GRAMMAR.

EDUCATION: BACHELOR’S DEGREE IN OFFICE MANAGEMENT SYSTEM OR RELATED FIELD.

EXPERIENCE: Minimun 2 years in administrative support.

REQUIRED SKILLS: KNOWLEDGE OF ADMINISTRATIVE AND CLERICAL PROCEDURES AND SYSTEMS SUCH AS WORD PROCESSING, MANAGING FILES AND RECORDS, DESIGNING FORMS, AND OTHER OFFICE

PROCEDURES AND TERMINOLOGY. PROEFFICIENT IN MICROSOFT OFFICE (MS WORD, EXCEL, POWER POINT, OUTLOOK). STRONG COMPUTER AND SYSTEMS INFORMATION SKILLS. WRITING & SPEAKING SKILLS

PREFERABLE SKILLS: EXPERIENCE IN THE MANAGEMENT OF SOCIAL NETWORKS, GOOGLE APPS &

QUICKBOOKS. INITIATIVE, CREATIVITY, INNOVATIVE, HIGH ETHICAL STANDARDS, SELF-STARTER AND

ABLE TO WORK WITH MINIMUN SUPERVISION, ATTENTION TO DETAILS AND WILLING TO MAKE DECISIONS.

ACTIVE LISTENING, READING COMPREHENSION, SERVICE ORIENTATION

LICENSES AND CERTIFICATIONS: MUST BE LEGALLY AUTHORIZED TO PERFORM WORK IN PUERTO RICO.

MATERIALS, EQUIPMENTS AND TOOLS: OFFICE EQUIPMENT, SUCH AS: COMPUTER, PRINTER