JT043 - ADMINISTRATIVE ASSISTANT

qualityconsultinggroup; San Juan (PR); On-site; USD 36,000 - 54,000; Full time

Job summary

QUALITY CONSULTING GROUP, LLC is seeking a motivated Administrative Assistant to join our team in Puerto Rico and the USA. The role covers phone screening, calendar coordination, document drafting, and database management within a fast-paced office environment.

The ideal candidate will have an Associate degree, 2+ years in similar roles, and strong English/Spanish communication. Proficiency in Excel and MS Office, plus AI tool familiarity, are highly valued.

Qualifications

• Associate degree in related area
• 2+ years of experience as an administrative assistant or in a similar role.
• Experience in managing office systems, scheduling software, and databases.
• Excellent written and verbal communication skills in English and Spanish
• Expert in Excel
• Experience with AI (ChatGPT and Grammarly).
• Proficient in Microsoft Office Suite.
• Familiarity with office equipment (printers, scanners, fax machines).
• Customer service oriented and able to work well in a team environment.
• Available for administrative shift (8am to 5pm)

Responsibilities

• Answer, screen, and direct phone calls; take messages as needed.
• Manage and organize office supplies and ensure adequate stock levels.
• Maintain office filing system and digital databases, ensuring accuracy and confidentiality of file.
• Handle incoming and outgoing mail, packages, and deliveries.
• Schedule meetings, appointments, and travel arrangements for executives or team member.
• Coordinate conference room reservations and prepare materials for meetings.
• Prepare and send professional emails, letters, and other forms of communication.
• Assist in drafting and proofreading reports, presentations, and documents as needed.
• Update and maintain databases, spreadsheets, and other office management tools.
• Prepare reports and assist with the preparation of presentations for meetings or proposals.
• Assist with organizing company events, conferences, and workshops, including logistics, catering, and materials.
• Handle ad-hoc administrative tasks, such as photocopying, scanning, and filing.
• Maintain an organized and tidy office environment.

Skills

Bilingual English/Spanish

Excellent communication

Team player

Customer service oriented

Attention to detail

AI tools familiarity

Education

Associate degree (related area)

Tools

Excel

Microsoft Office Suite

Scheduling software

Databases

Job description

QUALITY CONSULTING GROUP, a leader inthe pharmaceutical, biotech, medical devices, and manufacturing industry, is looking for a talented, highly motivated and enthusiastic to join our team. In this role, you’ll work with a highly enthusiastic team, contributing in a world‑class manufacturing industry in Puerto Rico & USA.

Responsibilities:

• Answer, screen, and direct phone calls; take messages as needed.
• Manage and organize office supplies and ensure adequate stock levels.
• Maintain office filing system and digital databases, ensuring accuracy and confidentiality of file.
• Handle incoming and outgoing mail, packages, and deliveries.
• Schedule meetings, appointments, and travel arrangements for executives or team member.
• Coordinate conference room reservations and prepare materials for meetings.
• Prepare and send professional emails, letters, and other forms of communication.
• Assist in drafting and proofreading reports, presentations, and documents as needed.
• Update and maintain databases, spreadsheets, and other office management tools.
• Prepare reports and assist with the preparation of presentations for meetings or proposals.
• Assist with organizing company events, conferences, and workshops, including logistics, catering, and materials.
• Handle ad-hoc administrative tasks, such as photocopying, scanning, and filing.
• Maintain an organized and tidy office environment.

Qualifications:

• Associate degree in related area
• 2+ years of experience as an administrative assistant or in a similar role.
• Experience in managing office systems, scheduling software, and databases.
• Excellent written and verbal communication skills in English and Spanish
• Expert in Excel
• Experience with AI (ChatGPT and Grammarly).
• Proficient in Microsoft Office Suite.
• Familiarity with office equipment (printers, scanners, fax machines).
• Customer service-oriented and able to work well in a team environment.
• Available for administrative shift (8am to 5pm)

Quality Consulting Group, LLC is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, genetic information, national origin, protected veteran status, disability status, or any other characteristic protected by law.