Administrative Assistant

Smart Precise Solutions, Inc.; Guaynabo (PR); On-site; USD 42,000 - 64,000; Full time

Job summary

Smart Precise Solutions, Inc. is seeking an organized administrative professional to support executives and departments. You will prepare reports, manage communications, and handle calendar coordination with attention to confidentiality.

Responsibilities include meeting logistics, minute distribution, basic bookkeeping, and HR document support. Fluency in English and Spanish, plus strong MS Office skills, are essential for success in this role.

Qualifications

• Bachelor’s degree in a related field.
• Minimum of two years of administrative support experience.
• Fluent in English and Spanish; strong written and verbal communication.

Responsibilities

• Provide comprehensive administrative support to executives and departments.
• Prepare invoices, reports, memos, letters, and presentations using Microsoft Office.
• Handle incoming/outgoing communications, emails, and phone calls.
• Maintain executives’ calendars, schedule meetings, and arrange travel.
• Attend meetings, record minutes, and distribute them to stakeholders.
• Support human resources documentation and payroll processes.

Skills

English & Spanish fluency

Office administration

Communication

Meeting coordination

Education

Bachelor’s Degree in Office Management Systems, Business Administration, or related field

Tools

Microsoft Office

Google Workspace

QuickBooks

Job description

Provide high-level administrative support to the President, Director of Operations, and other company departments by conducting research, preparing reports and correspondence, handling information requests, maintaining records, coordinating meetings, processing administrative documentation, supporting Human Resources functions, and ensuring the efficient operation of daily office activities.

KEY DUTIES AND RESPONSIBILITIES

Administrative Support

• Provide comprehensive administrative support to executives and company departments.
• Prepare invoices, reports, memos, letters, financial statements, presentations, and other business documents using Microsoft Office applications.
• Handle incoming and outgoing communications, including emails, phone calls, mail, and correspondence.
• Answer and direct telephone calls or take accurate messages.
• Receive visitors and determine appropriate access to company personnel.
• Maintain executives’ calendars, schedule meetings, conference calls, appointments, and travel arrangements.
• Prepare meeting agendas, coordinate meeting logistics, and arrange catering when required.
• Attend meetings, record, transcribe, and distribute meeting minutes.

Document Management

• Maintain physical and electronic filing systems while ensuring confidentiality and proper document control.
• File, retrieve, organize, and maintain corporate records, reports, contracts, and other company documentation.
• Read, review, and distribute incoming reports, memoranda, and submissions according to priority.

Office Administration

• Coordinate office services, supplies, equipment, housekeeping, and general administrative operations.
• Maintain office records management systems and perform basic bookkeeping functions.
• Review administrative procedures and recommend workflow improvements.
• Assist with departmental budgeting and administrative reporting.
• Develop, implement, and maintain administrative procedures and office policies.

Human Resources Support

• Assist with payroll processing and administrative HR documentation.
• Coordinate employee training sessions, schedules, and training materials.
• Interpret administrative policies and procedures for employees.
• Provide clerical and operational support to Human Resources and other departments.

Client & Executive Support

• Coordinate meetings with clients, prospects, executives, and Board of Directors members.
• Support executive presentations by conducting research, compiling data, and preparing reports and presentations.
• Respond to routine correspondence and information requests professionally.
• Evaluate administrative processes and recommend improvements to increase efficiency, productivity, and cost-effectiveness.
• Maintain confidentiality while handling sensitive company and employee information.
• Perform other duties as assigned to support business operations.

VALUES AND ATTITUDES

• Professional Ethics and Confidentiality
• Integrity and Accountability
• Service Orientation
• Initiative and Proactivity
• Organization and Time Management
• Attention to Detail
• Professionalism
• Teamwork
• Effective Communication
• Adaptability and Flexibility
• Creativity and Innovation
• Decision-Making Skills
• Self-Motivation
• Ability to Work with Minimal Supervision

OPERATIONAL EXPECTATIONS

• Deliver timely and accurate administrative support to executives and departments.
• Maintain organized and secure document management systems.
• Ensure effective scheduling, communication, and meeting coordination.
• Support Human Resources and payroll administrative processes.
• Maintain efficient office operations and administrative controls.
• Provide excellent customer service to internal and external clients.
• Promote continuous improvement of administrative processes.
• Maintain confidentiality and compliance with company policies.

REQUIREMENTS

• Bachelor’s Degree in Office Management Systems, Business Administration, or a related field.

Experience

• Minimum of two (2) years of experience in administrative support or office administration.

General Requirements

• Excellent verbal and written communication skills.
• Fluent in English and Spanish (oral, written, and reading).
• Strong knowledge of English grammar, composition, spelling, and business writing.
• Excellent organizational and multitasking skills.
• Ability to work independently with minimal supervision.
• High level of professionalism and confidentiality.

Technical Knowledge

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong computer and information systems skills.
• Knowledge of administrative and clerical procedures.
• Experience managing records and filing systems.
• Ability to prepare professional reports and presentations.

Preferred Qualifications

• Experience with Google Workspace.
• Experience with QuickBooks.
• Experience managing company social media platforms.
• Strong analytical and problem-solving skills.

Licenses and Certifications

• Must be legally authorized to work in Puerto Rico.

PHYSICAL AND ENVIRONMENTAL DEMANDS

• Ability to perform administrative duties in an office environment using computers, printers, telephones, and other office equipment.
• Ability to remain seated for extended periods while performing computer-based work.
• Ability to occasionally lift and carry office materials weighing up to 20 pounds.
• Manual dexterity to operate computers, printers, telephones, and standard office equipment.
• Visual ability to read printed and electronic documents accurately.
• Ability to communicate effectively in person, by telephone, and through written correspondence.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Flexibility to work additional hours, weekends, or holidays when business needs require.