Medical Devices Green Card Sponsorship Jobs in Puerto Rico

Scope: Support the Strategic Council in administrative and business functions.

Job Summary: Support the Strategic Council in administrative and business functions.

Essential Functions & Accountabilities:

• Serve as a seamless conduit between executives, leadership teams, and senior management, ensuring the utmost integrity and discretion in handling confidential information while maintaining a professional demeanor across various communication channels.
• Cultivate and sustain robust relationships with individuals and stakeholders, at all organizational levels, both internal and external, fostering a collaborative environment.
• Efficiently coordinate, manage, and proactively anticipate the complex calendars and schedules of executives, liaising with teams, cross-functional stakeholders, and external partners.
• Craft and customize routine and ad-hoc correspondence, memorandums, presentations, and reports to meet the specific needs and preferences of executives.
• Record and manage department meeting minutes, ensuring timely follow-up on action items identified by supported executives.
• Safeguard customer confidence and uphold operational integrity by maintaining strict confidentiality in handling sensitive information.
• Oversee executives' schedules, including meeting, conference, and teleconference arrangements, as well as coordinating national and international travel logistics.
• Act as the primary point of contact between executives and internal/external clients, ensuring effective communication and resolution of inquiries.
• Drive operational efficiency by scheduling and assigning administrative projects and expediting work results to meet organizational objectives.
• Contribute collaboratively to team efforts by achieving related results and supporting colleagues as needed.
• Coordinate external visits for executives, managing logistics and ensuring smooth and professional experience for guests.
• Analyze and revise systems and procedures, considering operational practices, recordkeeping, form controls, office layout, and budgetary requirements, implementing changes for continuous improvement.
• Resolve administrative challenges by coordinating report preparation, analyzing data, and identifying effective solutions.
• Undertake reception duties, including receiving calls, taking messages, and efficiently routing correspondence.
• Manage the end-to-end process of executive expense reports, ensuring accuracy and timely completion.
• Produce comprehensive reports, presentations, and briefs to support executives in decision-making processes.
• Other duties as assigned.

Quality System Responsibilities

• Complies with the Quality System Regulation (QSR).
• Executes job responsibilities as established in the Standard Operating Procedures (SOP).
• Follows the documentation procedures.
• Completes training for the qualification and certification, as required, to execute the job.

Environmental, Occupational Health and Safety Responsibilities

• Embraces, supports and aligns with corporate social responsibility policies while complying with applicable environmental, health and safety laws, regulations, procedures and corporate standards.
• Notifies conditions, near misses, accidents and incidents including environmental, that occurred in site’s premises to prevent or eliminate any risk or exposure.
• Communicates any process changes that may impact Environmental, Health, Safety and Sustainability aspects to ensure compliance with regulatory obligations including protection of people and the environment.
• Promotes a safe and environmentally friendly workplace.

Travel: N/A

Qualifications

Knowledge, Skills, and Abilities:

• Highly proficient in utilizing MS Office tools and overall technology for enhanced productivity and efficiency in administrative support provided.
• Working knowledge of existing software and applications such as travel, expense reporting, and procurement, among others.
• Fully bilingual (English/Spanish) with superior/advanced oral and written proficiency in both languages.
• Exceptional verbal and written communication skills, demonstrating clarity, effectiveness, and assertiveness maintaining composure and flexibility in diverse situations.
• Outstanding organizational and project support abilities, ensuring efficient task execution and goal attainment.
• Proven capability to establish meaningful relationships across all organizational levels.
• Adherence to discretion and confidentiality in handling sensitive matters.
• Exemplary reporting, presentation, planning, and time management skills.
• Stay current with advancements in office tools and applications to optimize work processes.
• Exceptional multitasking and prioritization skills to manage daily workload effectively.
• Expertise in handling travel, large executive / leadership team meetings globally and event logistics for seamless outcomes.
• Excellent interpersonal skills, coupled with high motivation, self-initiative, and a strong sense of responsibility.
• Team-oriented and service-driven, emphasizing the importance of collaborative relationships with colleagues.

Work Environment:

• Generally works in a closed environment, in office conditions, with loud level of noise and controllable changes of temperature.
• Needs to stand, walk and may be seated for a long period of time.
• Uses hands to feel, finger or handle and reach.
• Works with a personal computer and programs to prepare documents or reports.
• Applies communication skills (advanced reading, writing, and technical skills) and mathematical concepts knowledge to perform work and coordinate with others.
• Needs to have high analytical capacity and level of professionalism and judgment to resolve problems.

Experience:

Five (5) years of experience as an Executive / Administrative Assistant required, supporting senior management (GM and/or director level) required. Exposure to a global setting, matrixed environment and regulated industry strongly preferred. Proven track record of successful administrative support, showcasing a depth of experience and competence in managing tasks related to high-level executives. Mastery of administrative processes and responsibilities, with a focus on delivering exceptional support to senior management.

Education:

Bachelor’s Degree required. Business Administration, Office Administration, or related fields highly preferred.

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.