Administrative Assistant

Administrative Assistant

Position Summary:

IEM is looking for a Part Time- Administrative Assistant to join our team. As an Administrative Assistant, you will play a vital role in handling various office tasks and providing essential administrative support to ensure efficient operations and effective communication within the organization.

Primary Location:

• Candidate must live a commutable distance to Guaynabo and Santurce, PR.
• Position will be a Remote and In Office role making it a Hybrid work schedule
• In office days will be based on business needs and could range between 1 – 5 days a week.
• All remote work environments require the ability to maintain minimum Internet speeds of 25 Mbps upload and 3 Mbps download, as well as a ping rate of 100 ms or less during working hours, regardless of the type and number of devices using your Internet connection. You must also have account privileges and access to your Internet service provider account during working hours for the purposes of maintaining the Internet connection, if needed.

Travel Requirements:

• Currently None

Essential Functions:

1. General Office Tasks: 
   • Perform a wide range of administrative duties, including directing communications between colleagues and customers, organizing schedules and events, entering data, and handling basic bookkeeping tasks. 
2. Documentation and Data Entry: 
   • Retrieve necessary documentation for contract requirements and conduct data entry for invoicing purposes. 
   • Assist the project team by reviewing reports, making copies, sending mail (including UPS & FedEx), and scanning documents as needed. 
3. Scheduling Meetings: 

• Follow standardized practices and procedures to effectively schedule meetings, including sending calendar invites and managing meeting details using designated scheduling tools. 

1. Maintaining Calendars: 

• Update and maintain leadership calendars by managing appointments, events, and relevant information, ensuring accuracy and timeliness. 

1. Setting up Email Signature Blocks: 

• Set up and manage professional email signature blocks in designated email clients, ensuring consistent and professional communication across the organization. 

1. Managing Personnel Rosters and Org Charts: 

• Maintain and update personnel rosters, distribution lists, and org charts, including facilitating the onboarding and offboarding processes to reflect current personnel and reporting relationships. 

1. Booking and Reconciling Travel: 

• Adhere to guidelines for booking travel arrangements using specified travel booking tools, following organizational travel policies and procedures. 
• Adhere to organizational travel policies and procedures when booking travel arrangements using specified travel booking tools. 
• Reconcile travel expenses by accurately tracking and documenting receipts, invoices, and reimbursement claims. 
• Collaborate with finance or accounting departments to ensure timely and accurate processing of travel-related financial transactions.  

1. On/Offboarding of Personnel: 

• Coordinate the onboarding and offboarding processes for personnel, which includes collecting necessary forms and documentation, setting up accounts, and conducting exit interviews. 

1. Executive Leadership Support: 

• Provide comprehensive support to executive leadership, assisting with administrative tasks and ensuring their needs are met in a timely and efficient manner. 

1. Meeting Minutes for Designated Leadership: 

• Capture accurate meeting minutes specifically for designated leadership meetings, ensuring important information and decisions are properly documented. 

Current Knowledge, Skills, & Abilities:

• Investigate and analyze variances and processes.
• Project cost forecasting
• Calculation of Booked to Billed Monthly on Contracts

Minimum Qualifications:

• Bachelor's degree in business administration, Office Management, or a related field.
• 5 years of experience working as an administrator or receptionist for corporate leadership, demonstrating a solid understanding of administrative functions and responsibilities. 
• Strong working knowledge of Microsoft Office, including proficiency in Word, PowerPoint, and Outlook. 

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Company

IEM

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