Administrative Assistant

Job Type

Full Time Non-Exempt

Work Schedule

Monday to Friday, from 8:00 a.m. to 5:00 p.m. or 9:00 a.m. to 6:00 p.m.

General Description

The Legal Division at Popular is seeking a highly organized and detail-oriented Administrative Assistant to provide comprehensive administrative support to attorneys and paralegals. This role supports notarial processes and ensures efficient day-to-day operations while maintaining compliance with legal and regulatory requirements.

Essential Duties and Responsibilities

Perform general administrative duties, including scheduling meetings, managing calendars, filing documents, and preparing correspondence for the legal team.
Assist with notarial matters, including preparing documents for notarization, coordinating with notaries, and ensuring all documentation is accurate and properly filed.
Maintain strict confidentiality of sensitive legal and notarial information at all times.
Support attorneys and legal staff by organizing case files, tracking deadlines, and conducting basic research as needed.
Handle incoming calls and emails, responding to inquiries or directing them to the appropriate personnel.
Assist counsel in the creation, formatting, proofreading, and editing of agreements, correspondence, and other complex legal documents.
Manage records retention processes in accordance with internal policies and procedures.
Coordinate travel arrangements, meetings, conference calls, and distribution of mail, while providing general administrative support to the legal team.
Receive office visitors and coordinate the intake and routing of service of process and other litigation-related deliveries.

Supervisory Responsibilities:
This job has no supervisory responsibilities.

Education

Completion of at least 60 credits approved from a university or Accredited Institution or equivalent combination of education and experience.

Experience

Three (3) years or more of experience as a paralegal or administrative assistant within a law firm or legal department. Experience in corporate matters is a plus.

Other Qualifications

Advanced knowledge of Microsoft Office, particularly Word.
Detail-oriented and highly motivated, with the ability to multitask and work independently.Knowledge of business English and basic legal terminology.
Ability to manage multiple deadlines; must possess strong organizational and time management skills.
Excellent writing, grammar, and proofreading skills in both English and Spanish.
Self-directed, high energy, and able to work in a fast-paced environment.

Values

1. Passion for People

3. Succeed Together

2. Own Every Moment

4. Build the Future

Additional Requirements

The information provided here is only a general guide as to the nature of the position and does not constitute an exact description of the goals, tasks, duties and responsibilities of the position. The specific details of each position are described in the employee’s performance evaluation.

Important: The candidate must provide evidence of academic preparation or courses related to the job posting, if necessary.

Our hybrid work model benefit applies to certain positions and is subject to changes based on the organizational needs.

Applicants must be authorized to work for any employer in the United States. This position is not open to applicants who need visa sponsorship or transfer of visa sponsorship at this time.

ABOUT US

Popular is Puerto Rico’s leading financial institution and have been evolving since it was founded over a century ago. From a small bank it has developed into a large corporation that offer a wide variety of services and financial solutions to our customers, with presence in the United States, the Caribbean and Latin America.

As employees, we are dedicated to making our customers dreams come true by offering financial solutions in each stage of their life. Our extensive trajectory demonstrates the resiliency and determination of our employees to innovate, reach for the right solutions and strongly support the communities we serve; therefore, we value their diverse skills, experiences and backgrounds.

We reaffirm our commitment to always offer essential financial services and solutions for our customers and communities, including during emergency situations and/or natural disasters. Popular’s employees are considered essential workers, whose role is critical in the continuity of these important services even under such circumstances. By applying to this position, you acknowledge that Popular may require your services during and immediately after any such events.

If you have a disability or need more information about requesting an accommodation, please contact us at asesorialaboral@popular.com. This email inbox is monitored for such types of requests only. All information you provide will be kept confidential and will be used only to the extent required to provide needed exemptions or reasonable accommodations. Any other correspondence will not receive a response.

Are you ready for a rewarding career?

Popular is an Equal Opportunity Employer, including Disability/Vets
Learn more about us at www.popular.com and keep updated with our latest job postings at www.jobs.popular.com.
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