Office Coordinator & Administrative Assistant
Brenda Marrero & Associates (Bma Group)
- San Juan, PR
- US$40,000 per year
- Permanent
- Full-time
Location: San Juan, Puerto Rico
Employment Type: Full-Time (On-Site)
Salary: $40,000 annually + Medical Plan BenefitsJob OverviewWe are seeking a highly professional and detail-oriented Office Coordinator & Executive Assistant to support senior leadership in a fast-paced, high-profile environment. This role combines front desk management with direct executive support, serving as the first point of contact for clients, partners, and visitors while ensuring seamless daily operations for executive leadership.The ideal candidate will demonstrate exceptional organizational skills, discretion, and a proactive mindset, with the ability to manage multiple priorities while maintaining a polished and professional presence.Key ResponsibilitiesFront Desk & Office ManagementServe as the first point of contact for visitors, clients, and vendors, ensuring a professional and welcoming experience
Manage incoming calls, emails, and correspondence, directing them appropriately
Maintain reception and common areas in excellent condition
Coordinate meeting room setup, catering, and office hospitality services
Handle mail, packages, and office supply inventoryExecutive SupportManage executive calendar, appointments, and scheduling
Coordinate domestic and international travel arrangements
Prepare reports, presentations, and correspondence with high attention to detail
Act as liaison between executive leadership and internal/external stakeholders
Track action items, deadlines, and follow-ups on key initiatives
Handle confidential documents and sensitive information with discretionEvent CoordinationAssist in planning and executing corporate events and meetings
Coordinate logistics for high-level visits and special projects
Support cross-functional teams with event-related activitiesAdministrative SupportProvide general administrative assistance across departments
Maintain organized filing systems (digital and physical)
Assist with expense reporting and administrative processes
Requirements
Bachelor's degree in Business Administration, Communications, or related field
Minimum of 5 years of experience supporting senior executives (C-level preferred)
Fully bilingual (English & Spanish – written and spoken)
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
Experience managing calendars, travel, and executive communications
Strong organizational, multitasking, and time-management skills
High level of professionalism, discretion, and attention to detail
Preferred Qualifications
Experience in corporate, luxury, or high-end service environments
Exposure to international business or multicultural settings
Project management or executive administration certifications (a plus)
Core Competencies
Strong communication and interpersonal skills
Ability to anticipate needs and work proactively
Excellent judgment and problem-solving skills
High level of confidentiality and professionalism
Ability to thrive in a fast-paced, dynamic environment
Benefits
Competitive salary starting at $40,000+ (based on experience)
Medical plan coverage (80%)
Paid time off and company benefits
Professional growth and development opportunities
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