Administrative Assistant

Drivenadvisors; San Juan (PR); On-site; USD 30,000 - 45,000; Full time

Job summary

A professional services firm located in San Juan is seeking an administrative assistant to support the Assurance & BAS team. This role includes coordinating meetings, managing documentation, and assisting with client interactions. Candidates should have an Associate Degree in Office Administration, along with at least three years of relevant experience. Bilingual proficiency in English and Spanish is essential. This position requires strong interpersonal skills and the ability to manage multiple tasks effectively.

Qualifications

• Minimum of three years experience in a related position.
• Must project a mature and well-balanced personality.
• Attention to detail and empathy are critical success factors.

Responsibilities

• Provide support with the preparation of all business proposals.
• Create, modify, and deliver well-prepared documents.
• Assist with the client acceptance process.
• Serve as a backup for the BAS Administrative assistant.
• Help set up and coordinate meetings with clients.

Skills

Excellent oral and written communication skills in English and Spanish

Interpersonal skills

Time management

Ability to handle multiple priorities

Education

Associate Degree in Office Administration

Tools

Salesforce

Excel

Job description

General Purpose of the Position

To provide support to the Assurance & BAS team administrative assistants by delivering administrative and business assistance, and to serve as an integral member of the support team. Responsibilities include supporting partners and employees, assisting with daily office needs, and managing the Department’s general administrative activities.

Principal Responsibilities

1. Provide support with the preparation of all business proposals (Firm-Wide).
2. Create, modify, and final delivery of well-prepared documents such as engagement letters, financial statements, statutory opinions, presentations, among others.
3. Assist with the client acceptance process, including but not limited to:
   1. Create clients in Practice CS and SharePoint.
4. Serves as a back up to maintain CPA stamps control log.
5. Assist with the preparation and follow up confirmations.
6. Advance Flow
   1. Verify active and archived databases log.
   2. Monitors compliance with database archiving policy.
7. Assist with the preparation and maintain retention report (new and lost clients) that includes fees and number of hours among other criteria.
8. Assist with data entry of new clients and maintenance of client database in the Client Relationship Management software (e.g. Salesforce, Excel, etc.), including addition of contacts, email addresses, industry data, critical client field maintenance, client related actions, etc.
9. Participates and takes minutes of different Assurance Committees, as required.
10. Serve as a backup for the BAS Administrative assistant in critical areas, and in the reception area when necessary.
11. Answer telephones and transfer to appropriate staff members when needed.
12. Help set up and coordinate meetings and appointments with clients, when needed.
13. Meet and greet clients and visitors when necessary.
14. Perform general clerical duties including, but not limited to photocopying, scanning, faxing, mailing, and filing.
15. Develop and maintain strong working relationships with partners, practice staff and other key contacts, including other Support Services Department personnel.
16. Other duties as assigned.

Education, Training and/or Experience Required

This position requires an Associate Degree in Office Administration. Minimum of three (3) years’ experience in a related position.

Language, Skills and Knowledge

The employee must have excellent oral and written communication skills in English and Spanish and excellent interpersonal skills. This person operates as a key front‑line representative of the company, initiating contact and interacting with customers, company personnel, and third parties. Must project a mature and well‑balanced personality coupled with the ability to handle multiple priorities (multi‑tasking). Constructive and effective time management plus the ability to work independently and exercise discretion are necessary. Impeccable manners, punctuality, reliability, confidentiality, attention to detail and empathy are critical success factors.

Reasoning Abilities

The employee must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, and to deal with problems involving several concrete variables in standardized situations. Must have good judgment and effective problem‑solving skills.

Equipment Used

Laptop, telephone, calculator, photocopier, scanner, facsimile, e‑mail.

Physical Demands

The position requires normal physical effort when standing, walking, and/or using office equipment.

Work Environment

This position usually performs in an office environment under normal conditions.

Disclaimer

The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.