GENERAL DESCRIPTION
The Administrative Assistant is responsible for the coordination and execution of travel-related activities. In addition, will organize and schedule appointments in a dynamic calendar, prepare reports, analyze information, develop supporting documents, and provide support in all personal and business-related activities.
RESPONSIBILITIES
Manages the calendar for the coordination of business meetings, appointments, calls, video conferences, reservations for lunches, dinners, trips, activities, and others.
Supports the administrative tasks ensuring that the established work plans are fulfilled.
Coordinates the scheduling, document preparation and distribution, and meeting room arrangements for the meetings and / or committees that the executive directs, and other meetings as required.
Prepares travel itinerary and coordinates tickets, hotels, and cars reservations, as applicable.
Maintains up-to-date records and files, both physical and digital.
Receives and tends to visitors, both company personnel and external parties.
Coordinates trips, pick-ups, and deliveries; lunches and other required services.
Receives, classifies, and distributes correspondence. Handles confidential and sensitive information.
Handles incoming calls for the executive and department staff.
Prepares monthly expense reports with the supporting documentation.
Processes the approval of invoices and sends them for payment, as applicable.
Performs other tasks as needed.
Complies with the policies and procedures established by the Company.
MINIMUM REQUIREMENTS
Bachelor's Degree in Office Systems, Communications, or related discipline.
Minimum of five (5) years of relevant experience.
Experience with
Apple devices and IOS
, Microsoft Office and Office 365 (Word, Excel and PowerPoint, Teams, Sharepoint).
KNOWLEDGE, SKILLS & ABILITIES
This function provides privileged access to highly confidential information. Demonstration of GFR's core competencies: Ethical Actions, Collaborative Relationships, Excellence in Execution, Creativity and Openness, Customer Focus, Domain Expertise.
Effective communication both verbal and written in
English and Spanish.
Online research skills and adept at using various
digital platforms
.
Ability to work under pressure and
handle multiple requests
.
Excellent organization and
planning skills
.
Excellent
interpersonal and customer service
skills.
High capacity for
teamwork and collaboration
.
Excellent
emotional intelligence
.
Ability to make decisions and
work independently
.
Grupo Ferré Rangel is proud to be an Equal Employment Opportunity employer. We are committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law.
Job Type: Full-time
Benefits:
401(k)
401(k) matching
Dental insurance
Employee assistance program
Health insurance
Life insurance
Paid time off
Vision insurance
Schedule:
Monday to Friday
Language:
English (Required)
Work Location: Hybrid remote in Guaynabo, PR 00968