Administrative Assistant

Job Type

Full Time job opportunity 

General Description

Assist and provide support to the Associate General Counsel and other staff in all administrative and office management tasks, including supporting operational processes of the Legal Division.

Essential Duties and Responsibilities

• Provides administrative support to ensure efficient office operations.
• Maintains physical and digital filing systems.
• Assist in notary matters.
• Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.
• Responds to emails and other digital queries and correspondence.
• Manages calendars, including making travel arrangements.
• Drafts, edits and formats letters, reports, agendas and other documents.
• Inputs and updates information in databases and spreadsheets.
• Prepares meeting agendas and takes meeting minutes.
• Coordinates logistics for meetings, including room setup and catering.
• Uses word processing and presentation software to create and edit documents.
• Operates and maintains office equipment, including printers, copiers, and fax machines.
• Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
• Research as requested and compiles and summarizes information for reports or presentations.
• Works closely with other administrative staff and supports other colleagues as needed.
• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Ensures that deadlines are met and adapts to changing priorities.

Supervisory Responsibilities:
This job has no supervisory responsibilities.

Education

Bachelor's Degree completed preferred. 

Experience

At least two (2) years of paralegal or administrative assistant experience in a law firm or legal department. Preferably with administrative corporate matters experience. 

Other Qualifications

• Knowledge of business English and basic legal terminology
• Interpersonal and teamwork skills.
• Detail oriented and highly motivated with the ability to multi-task and work independently.
• Ability to work under pressure and meet deadlines.
• Must possess strong organizational and time management skills.
• Ability to establish priorities and work with multiple tasks at the same time.
• Ability to work with a high degree of accuracy and attention to detail.
• Ability to analyze and verify the integrity of data.
• Self- directed, and ability to work in a fast-paced environment.
• Ability to work both independently and in a team setting.
• Knowledge of MS Office 365 applications: Outlook, Excel, Word, Teams, SharePoint.
• Excellent writing, grammar, proofreading skills in both Spanish and English.
• Verbal and written communication skills, both in English and Spanish.

Region Locations

On-site / Popular Center / Hato Rey, P.R

Work Schedule

Monday - Friday: 9:00am - 6:00pm

Values