Executive Administrative Assistant

Job Type

Full Time Non-Exempt

General Description

As an Executive Administrative Assistant based at the Señorial Center, you will provide administrative support to the SVP by managing high-level administrative responsibilities, overseeing office operations, and supporting all operational processes of the Digital Banking & Payments Division. The role supports administrative processes to streamline operations and ensure compliance with established procedures in support of the Division’s objectives.

Essential Duties and Responsibilities

• Performs administrative tasks (e.g., processing reimbursement and payment requests) on behalf of the company.
• Provides general administrative support, including answering phones, mailing, scanning, and copying documents for management.
• Manages the Executive’s calendar; coordinates and schedules meetings; prepares agendas; and records meeting minutes, as required.
• Supports the Division Manager in budget planning, tracking, and reporting activities.
• Coordinates activities for managerial teams, including off-site meetings, planning sessions, special lunches and dinners, mid-year meetings, and other events.
• Arranges business travel and accommodations.
• Prepares and compiles correspondence, documents, and presentation decks.
• Supports clients and/or employees across Popular and refers them to the appropriate units or divisions as needed.
• Processes expenses and corporate card payments for the Division.
• Supports the team during onboarding and integration into the Division.
• Sends reminders; collects, consolidates, and reviews weekly updates from each unit; and prepares draft reports for the Group Manager and/or Division Manager.
• Reviews and submits corporate title requests and authorized signature recommendations for BPPR related to the Division.
• Compiles data, reports, and presentations to support executive and operational needs.
• Creates and maintains databases and spreadsheet files.
• Provides support to ensure compliance with established objectives, plans, and procedures.
• Maintains inventory of office supplies and division assets (e.g., laptops, mobile phones) and manages related purchases.
• Travel may be required.

Education

Bachelor’s degree in Business Administration, Office Systems, or a related field, or an equivalent combination of education and experience.

Experience

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

Other Qualifications

• Strong business acumen: Ability to understand the needs and concerns of business stakeholders and colleagues and respond promptly and effectively to requests.

• Communication skills: Ability to effectively interact with internal and external stakeholders and foster trusting relationships with colleagues and clients. Highly developed written and verbal communication skills in English. Ability to present numerical data effectively. Strong report-writing, presentation, and interpersonal skills. Demonstrated ability to prepare polished presentations, executive summaries, and business reports in English for executive audiences.

• Analytical skills: Ability to stay focused on key issues and prevent distractions from interfering with timely completion of assignments. Collects, researches, and analyzes data with strong attention to detail. Demonstrates creative problem-solving skills. Experience with data analysis, informative writing, workload management, and process management.

• Problem-solving skills: Identifies and resolves problems in a timely manner and develops alternative solutions.

• Project management skills: Ability to prioritize and manage multiple projects and tasks with minimal supervision. Ability to self-direct and transition between strategic and tactical initiatives. Demonstrates strong organizational skills to define priorities, meet deadlines, and adapt to change. Knowledge of project coordination, business needs identification, work planning, budget control, time management, resource allocation, team coordination, and status reporting.

• Operational and regulatory processes: Knowledge of organizational policies, procedures, and regulations. Ability to establish, execute, monitor, and track operational processes effectively.

• Computer and technological skills: Proficient in Microsoft Office 365, with experience in data management and analytics tools such as Power Pivot, and the ability to achieve results through innovative approaches while considering operational and technological requirements.

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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