Senior Administrative Assistant

CooperVision; Juana Díaz (PR); On-site; USD 65,000 - 90,000; Full time

Job summary

CooperVision (CVI) is seeking a Senior Administrative Assistant to provide personalized support to CVI Global Leaders in Juana Diaz, Puerto Rico. The role handles confidential tasks, manages calendars, travel logistics, and cross-functional communications with discretion and professionalism.

The ideal candidate has five years of executive support experience, a Bachelor's degree, and full bilingual proficiency in English and Spanish, plus strong MS Office skills and a proven ability to organize,

Qualifications

• Fully bilingual in English and Spanish with advanced oral and written proficiency.
• Excellent verbal and written communication, clear and assertive.
• Strong organizational and project support abilities.
• Ability to maintain discretion and handle confidential matters.
• Experience supporting senior management and executive communications.
• Proficient with MS Office and travel/expense software.

Responsibilities

• Serve as conduit between executives and leadership teams with discretion.
• Coordinate complex calendars and travel logistics for executives.
• Prepare and customize correspondence, presentations, and reports.
• Record meeting minutes and follow up on actions identified by executives.
• Manage end-to-end executive expense reports.
• Provide reception duties and route inquiries.

Skills

Bilingual English/Spanish

Verbal and written communication

Organizational skills

Discretion and confidentiality

Project coordination

Team collaboration

Education

Bachelor’s Degree

Tools

MS Office

Job description

Responsibilities

CooperVision (CVI) is actively recruiting a Senior Administrative Assistant. This role will provide personalized administrative support to several CVI Global Leaders, handling a variety of critical and confidential tasks related to their work life and communications. The role requires a keen eye for detail, excellent organizational skills, and the ability to manage projects effectively in a timely manner. Position is based in Juana Diaz, Puerto Rico

Key Job Responsibilities

• Serve as a seamless conduit between executives, leadership teams, and senior management, ensuring the utmost integrity and discretion in handling confidential information while maintaining a professional demeanor across various communication channels.
• Cultivate and sustain robust relationships with individuals and stakeholders, at all organizational levels, both internal and external, fostering a collaborative environment.
• Efficiently coordinate, manage, and proactively anticipate the complex calendars and schedules of executives, liaising with teams, cross-functional stakeholders, and external partners.
• Craft and customize routine and ad-hoc correspondence, memorandums, presentations, and reports to meet the specific needs and preferences of executives.
• Record and manage department meeting minutes, ensuring timely follow-up on action items identified by supported executives.
• Safeguard customer confidence and uphold operational integrity by maintaining strict confidentiality in handling sensitive information.
• Oversee executives' schedules, including meeting, conference, and teleconference arrangements, as well as coordinating national and international travel logistics.
• Act as the primary point of contact between executives and internal/external clients, ensuring effective communication and resolution of inquiries.
• Drive operational efficiency by scheduling and assigning administrative projects and expediting work results to meet organizational objectives.
• Contribute collaboratively to team efforts by achieving related results and supporting colleagues as needed.
• Coordinate external visits for executives, managing logistics and ensuring smooth and professional experience for guests.
• Analyze and revise systems and procedures, considering operational practices, recordkeeping, form controls, office layout, and budgetary requirements, implementing changes for continuous improvement.
• Resolve administrative challenges by coordinating report preparation, analyzing data, and identifying effective solutions.
• Undertake reception duties, including receiving calls, taking messages, and efficiently routing correspondence.
• Manage the end-to-end process of executive expense reports, ensuring accuracy and timely completion.
• Produce comprehensive reports, presentations, and briefs to support executives in decision-making processes.
• Other duties as assigned.

Minimum Requirements

• Highly proficient in utilizing MS Office tools and overall technology for enhanced productivity and efficiency in administrative support provided.
• Working knowledge of existing software and applications such as travel, expense reporting, and procurement, among others.
• Fully bilingual (English/Spanish) with superior/advanced oral and written proficiency in both languages.
• Exceptional verbal and written communication skills, demonstrating clarity, effectiveness, and assertiveness while maintaining composure and flexibility in diverse situations.
• Outstanding organizational and project support abilities, ensuring efficient task execution and goal attainment.
• Proven capability to establish meaningful relationships across all organizational levels.
• Adherence to discretion and confidentiality in handling sensitive matters.
• Exemplary reporting, presentation, planning, and time management skills.
• Stay current with advancements in office tools and applications to optimize work processes.
• Exceptional multitasking and prioritization skills to manage daily workload effectively.
• Expertise in handling travel, large executive/leadership team meetings globally and event logistics for seamless outcomes.
• Excellent interpersonal skills, coupled with high motivation, self-initiative, and a strong sense of responsibility.
• Team-oriented and service-driven, emphasizing the importance of collaborative relationships with colleagues.

Experience

• Five (5) years of experience as an Executive / Administrative Assistant required, supporting senior management (GM and/or director level); exposure to a global setting, matrixed environment and regulated industry strongly preferred.
• Proven track record of successful administrative support, showcasing a depth of experience and competence in managing tasks related to high-level executives.
• Mastery of administrative processes and responsibilities, with a focus on delivering exceptional support to senior management.

Education

• Bachelor’s Degree required. Business Administration, Office Administration, or related fields highly preferred.

Equal Employment Opportunity

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace