Executive Assistant

Overview
Our client, an Entrepreneur with multiple businesses in Puerto Rico is currently in the lookout for a highly organized and proactive Executive Assistant to provide comprehensive support with his current agenda and responsibilities. The ideal candidate will possess exceptional administrative skills, strong attention to detail, and the ability to manage multiple tasks efficiently. This role requires a dynamic individual who can thrive in a fast-paced environment while ensuring smooth operations within the office.

Responsibilities

• Provide comprehensive executive administrative support, including managing calendars, scheduling meetings, and coordinating appointments with precision using tools like Microsoft Outlook Calendar and Google Workspace.
• Handle complex travel arrangements, including booking flights, accommodations, transportation, and preparing detailed itineraries.
• Assist with event planning for company meetings, conferences, and special events—handling logistics, venue arrangements, catering, and attendee communication.
• Manage correspondence by drafting emails, proofreading documents, transcribing notes, and ensuring clear communication across all channels.
• Maintain organized filing systems—both digital and physical—ensuring easy retrieval of important documents such as contracts, reports, and confidential information.
• Support bookkeeping activities utilizing QuickBooks or similar software for invoicing, expense tracking, and basic bookkeeping tasks.
• Coordinate project activities by tracking deadlines, preparing reports, and liaising with team members to ensure timely completion of tasks.
• Serve as a front desk ambassador by greeting visitors professionally, answering multi-line phone systems with excellent phone etiquette, and directing inquiries efficiently.
• Oversee office management duties including supply inventory management, equipment maintenance coordination, and general administrative support to ensure a productive work environment.
• Conduct data entry tasks with accuracy while maintaining high standards of clerical excellence; assist with proofreading documents to uphold quality standards.
• Support personal assistant responsibilities as needed—such as managing personal appointments or errands—to help executives stay focused on strategic priorities.

Skills

• Proven experience in executive administrative support or office management roles with strong organizational skills.
• Exceptional proficiency in Microsoft Office Suite (Word, Excel PowerPoint), Google Workspace applications (Gmail, Docs, Sheets), and familiarity with Microsoft Outlook Calendar.
• Strong typing skills combined with excellent proofreading and transcription abilities for preparing accurate documents.
• Experience with event planning—from logistics coordination to vendor management—and project coordination skills to keep initiatives on track.
• Knowledge of QuickBooks for bookkeeping tasks such as invoicing and expense reconciliation; familiarity with DocuSign for electronic signatures is a plus.
• Excellent office experience including filing systems (digital and physical), front desk operations, data entry accuracy, and multi-line phone system management.
• Outstanding customer service skills paired with professional phone etiquette to handle inquiries courteously and efficiently.
• Ability to multitask effectively in a fast-paced environment while maintaining attention to detail under pressure.
• Strong office management capabilities including supply ordering, equipment troubleshooting coordination, and general clerical support. Join us as an Executive Assistant where your energy fuels our success We value proactive individuals who are eager to contribute their organizational expertise in a vibrant setting that encourages growth and excellence every day.

Equal Opportunity Employer

Job Type: Full-time

Pay: $50, $55,000.00 per year

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Work Location: In person