Executive Secretary

MCS Puerto Rico; San Juan (PR); On-site; USD 42,000 - 54,000; Full time

Job summary

MCS Puerto Rico is seeking an Executive Secretary to support and manage administrative processes in the assigned department, following company policies and procedures. This role requires coordinating the supervisor’s schedule, preparing meeting minutes, and handling confidential files, invoices, and general communications.

Ideal candidates will have a Bachelor’s degree in Office Systems or Secretarial Science and at least three years of relevant experience, with English and Spanish at advanced

Qualifications

• Bachelor’s degree in Office Systems and/or Secretarial Science.
• At least three years of experience performing administrative duties in a similar position.
• English – Advanced (writing, conversation, and comprehension).
• Spanish – Advanced (writing, conversation, and comprehension).

Responsibilities

• Answers, makes, and forwards telephone calls within the department.
• Attends to customer visits received in the department.
• Drafts and reviews written communications and/or presentations as requested.
• Maintains inventory of materials in the area and prepares requisitions for additional purchases.
• Organizes and manages the supervisor’s schedule, including coordinating meetings, activities, interviews, and appointments.
• Prepares meeting minutes and shares them with area management for review and revision.
• Creates, manages, and maintains confidential files.
• Assists in processing invoices, checks, purchase orders, and claims.
• Provides administrative support to the CEO’s Office as a priority when required.
• May be temporarily reassigned to another role within the company based on operational needs.

Skills

Telephone etiquette

Scheduling

Document drafting

Invoice processing

Confidential files handling

Executive support

Meeting minutes

Education

Bachelor’s degree in Office Systems and/or Secretarial Science

Job description

General Description

The Executive Secretary is responsible for supporting and managing administrative processes in the assigned department, in accordance with established company guidelines, policies, and procedures.

General Description

The Executive Secretary is responsible for supporting and managing administrative processes in the assigned department, in accordance with established company guidelines, policies, and procedures.

Regular
Non-Exempt

Essential Functions

• Answers, makes, and forwards telephone calls within the department.
• Attends to customer visits received in the department.
• Drafts and reviews written communications and/or presentations as requested.
• Maintains inventory of materials in the area and prepares requisitions for additional purchases.
• Organizes and manages the supervisor’s schedule, including coordinating meetings, activities, interviews, and appointments.
• Prepares meeting minutes and shares them with area management for review and revision. These documents include action items to be completed before the next meeting and follow-up on pending tasks.
• Creates, manages, and maintains confidential files.
• Assists in processing invoices, checks, purchase orders, and claims.
• Provides administrative support to the CEO’s Office as a priority when required.
• May be temporarily reassigned to another role within the company based on operational needs.

Additional Functions

• Complies fully and consistently with company standards, policies, procedures, and local and federal laws applicable to our industry, business, code of conduct, and employment practices.
• May perform other duties and responsibilities as assigned, in accordance with the education and experience requirements contained in this document.

Minimum Qualifications

Education and Experience:

Bachelor’s degree in Office Systems and/or Secretarial Science, preferred. At least three (3) years of experience performing administrative duties in a similar position.

Certifications/Licenses:

N/A

Other:

N/A

Languages:

English – Advanced (writing, conversation, and comprehension)

Spanish – Advanced (writing, conversation, and comprehension)

“We are an Equal Employment Opportunity Employer and take Aff…ion to recruit Protected Veterans and Individuals with Disabilities.”