C-Level | Executive Administrative Assistant

Popular is committed to developing and providing growth opportunities for our employees. To foster our commitment, we continually strive to expand our internal mobility options. We invite you to take look at the following opportunity:

Executive Administrative Assistant
Sales & Support, 03 

Applying for a position within the same job level as your current role may also represent a growth and development opportunity. Carefully review the tasks and responsibilities stated in the job description prior to applying.

Job Type:

Full Time Opportunity

General Description

As an Executive Administrative Assistant based in the Señorial Center, you will assist the SVP in all high-level administrative tasks, oversee office functions and support all operational processes of the Business Risk and Controls Division. Supports administrative processes to facilitate and simplify operations and verify compliance with established procedures to achieve the Division’s results.

Essential Duties and Responsibilities

• Performs administrative tasks (i.e., request reimbursements, payments) representing the company.
• Provide general administrative support including answering phones. mailing, scanning, and copying to management.
• Manages the Executive’s calendar, coordinates and arranges meetings, prepares agendas and records minutes of meetings according to need.
• Support the Division Manager in the budget cycle and reporting.
• Coordinate different activities for managerial teams such as off-site, planning sessions, special lunches and dinners, mid-year meetings and others.
• Arrange business travel and accommodations.
• Compiling documents, letters and preparing deck of presentations.
• Support clients and/or employees throughout Popular and refer to appropriate units or divisions.
• Process corporate card payments for Division Manager, Managers, and Supervisors.
• Support the Team in their integration to the Division.
• Send reminders, receive, and consolidate weekly updates per unit and prepare draft report to send to Group Manager and/or Division Manager.
• Review and submit all the corporate titles and authorize signatures recommendations for BPPR as it relates to the Division.
• Compiles data, reports, and presentations.
• Creates and maintains databases and spreadsheet files.
• Gives support to assure the compliance of established objectives, plans and procedures.
• Maintain inventory of office supplies and division assets (laptops, phones, etc.) and manage purchases of office supplies and other materials.
• Travel might be required.

Education 

Bachelor's degree in Business Administration, Office Systems or a related field. 

Experience

Three (3) + years of experience years as a personal assistant for executive leaders and/or senior managers.

Certifications / Licenses

The following certifications and/or licenses are not required but desirable:

Knowledge, Skills and Abilities (KSA's) 

• Strong business acumen: ability to understand the needs and concerns of business stakeholders and colleagues and respond promptly and effectively to stakeholder requests.
• Strong technical acumen: knowledge of Risks and Controls concepts. Strong knowledge of processes, controls, efficiency metrics and reporting concepts.  
• Communication skills: effectively interact with internal and external stakeholders. Ability to foster trusting relationships with colleagues and clients. Highly develop written and verbal communications skills in English. Presents numerical data effectively. Superior communication and interpersonal skills. Excellent report-writing and presentation skills. Polished in preparing presentations, executive summaries, and business reports in English for executive audiences.
• Analytical skills: Stays focused on main issues, prevents irrelevant issues or distractions from interfering with timely completion of assignments. Collects, research and complements data; demonstrates attention to detail; generate creative solutions. Strong research and analytical skills. Experience with data analysis, informative writing, workload management, and process management.
• Problem Solving: Identifies and resolves problems in a timely manner; Develops alternative solutions.
• Project Management: Ability to prioritize and work with multiple projects and tasks with minimum supervision; self-direct and task switch between strategic and tactical initiatives regularly. Capacity to achieve results according to plan ensuring the expected quality. Excellent organization capacity to define priorities, meet deadlines, and flexible to change. Knowledge of project coordination, identification of business needs, work plan, budget control, time management, resource allocation, team management and status reports.
• Operational/Regulations Processes: Knowledge of organization’s policies, and regulations. Ability to establish, conduct and track operational processes properly.
• Computer and Technological Skills: Proficient in MSO 365. Experience with data management tools such as: Power Pivot and Power BI, among others, is desired. Ability to achieve results by providing innovative ways of working with operational and technological considerations.

Region Location

Puerto Rico

Work Schedule

On-site

Values

Passion for People

Succeed Together

Own Every Moment

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.

Eligibility Criteria:

1. Must have worked at least 18 months in the current position and as a Popular regular employee.
2. Must have received an Overall Rating of Effective or higher in their most recent performance evaluation. Employees with an Overall Rating of Partially Met or Not Met will not be considered. As part of the internal application review, Talent Acquisition will also consider any individual goals and/or organizational values marked as Partially Met or Not Met, to assess their relevance to the role being applied for.
3. Must be free of written disciplinary actions during the last year. Disciplinary actions received during the evaluation period for the internal vacancy will be considered in determining your eligibility.

As Puerto Rico’s leading financial institution, we reaffirm our commitment to always offer essential financial services and solutions for our customers, 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.

Popular is an Equal Opportunity Employer
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