Administrative Assistant - Project Management OfficeJob Summary:The Administrative Assistant provides administrative and operational support to the Project Management Office and Corporate Architecture Office in line with established services and performance goals. Attends; controls agenda and coordinates phone calls, visits, meetings, filing and incoming and outgoing mailing, invoices file, expense reports preparation. Prepares presentations for PPMC and ITSC, as well as minutes and other presentations and reports as required. The Adm. Asst. is the support / backup for the Vendor Management Area when the Administrative Assistant is on leave and or lunch periods.Essential Responsibilities:· Coordinates SVP's and VP's Calendar, meetings and conference calls with internal and external clients as required.· Answer inquiries and transfers incoming calls, maintaining and appropriate service level.· Receives client's inquiries such as investigations, claims and services, resolving or routing their petitions, and supporting the process. Keeps internal/external client informed about their inquiries status and clarifies any related doubts or differences.· Attends visitors and other staff maintaining and appropriate service level.· Creates spreadsheets and Presentations; composes correspondence and documents using Microsoft Word, Excel and Power Point or equivalent applications.· Prepares and provides assistance on the composing of (Spanish and English) letters, memos, electronic mails, proposals, reports, and other related documents, reviewing submitted materials and documents for format, content and grammar.· Prepares, balances and processes travel and credit card expenditures.· Establishes and keeps records, organizes and administers file system.· Scans files and retrieves Corporation's documents, records and reports.· Disseminates information by phone call making, mail services, and electronic mailing, in compliance with the corporation guidelines and procedures.· Manages the incoming and outgoing mail for the Department.· Manages and maintains office supplies inventory, equipment, business forms, and other resources for the Department/Unit; also prepares purchase requisitions as needed.· Daily monitors the employee's compliance with institutional norms like assistance, clothing, service quality and behavior. Provides support to management in administrative duties such as employee attendance records, employee compliance with required training, and keeping updated employee related data in the information system.· Interface with Information technology and building service and other departments, guaranteeing service order are placed and complete in a satisfactory manner.· Handles all aspects of travel arrangements, including air, hotel and transportation reservation for visitors and office meetings.· Assists management in general duties as requested such as Corporate Engagement activities.Other Responsibilities· Assists management in general duties as requested.· Develops and runs special projects requested by management.Independence of Judgment:The degree of judgment is related to the compilation and/or presentation of simple information as well as data processing and/or presentation of possible recommendations.Supervisory Responsibilities:This position has no direct supervisory responsibilities.Impact of Errors:The impact of errors of this position could affect departmental activities and other departments' activities or external service of the bank.Competencies:· Interpersonal communication skills· Knowledge of administrative and clerical procedures such as word processing systems and filling.· Write, speak and comprehend English and SpanishPhysical Demands:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Specific vision abilities required by this job include close vision and distance vision. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand and walk.Minimum Requirements:An Associate Degree in Secretarial Sciences or Business Administration is required for this position. The incumbent must have from three to six years of experience on a similar position.EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
