Date: Jul 23, 2024 Location: San Juan, PR Company: Popular Workplace Type: On-site Executive Administrative Assistant At Popular, we offer a wide variety of services and financial solutions to serve our communities in Puerto Rico, United States & Virgin Islands. 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. Are you ready for a rewarding career? We have more than 9,000 people working for Popular in Puerto Rico, United States, Virgin Islands and Latin America. Come and join our community! Full Time Job Opportunity Location On-site / Popular Center, Hato Rey, P.R. General Description As an Executive Administrative Assistant based in Hato Rey (Popular Center), you will assist the SVP in all high-level administrative tasks, oversee office functions and support all operational processes of the division. Supports administrative process to facilitate and simplify operations and verifies compliance with established procedures to achieve the unit'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, faxing, and copying to management. * Manage Executive 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 team such as off-site, planning session, special lunches and dinners, mid-year meetings and others. * Arrange business travel and accommodations. * Compiling documents, letters and prepare deck of presentations. * Support clients/employees throughout the organization and refer to appropriate units. * Process corporate card payments for Division Manager, Managers, and Supervisors. * Support the Team in their integration to the Division. * Send reminders, received, and consolidate weekly updates per unit and prepare draft report to send to Group Manager. * Review and submit all the corporate titles and authorize signatures recommendations for BPPR company and Popular, Inc. * Compiles data, and type statistical reports, presentations, and proposals. * Creates and maintains database 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. Supervisory Responsibilities: This job has no supervisory responsibilities. Education Bachelor's Degree in Business Administration or Office Systems, preferred. Experience Minimum two (2) years as a personal assistant for executive leaders and/or senior managers. Other Qualifications * Ability to manage highly confidential and sensitive issues. * Exceptional collaboration, initiative, and problem-solving skills in a fast-paced, collaborative, inclusive, and interactive delivery environment. * Ability to analyze, prioritize multiple simultaneous initiatives, self-direct and task switch between strategic and tactical initiatives regularly. * Compliance driven - ability to balance the needs of the division against stated privacy requirements and controls. * Strong business acumen - ability to understand the needs and concerns of business stakeholders and colleagues and respond promptly and effectively to stakeholder requests. * Strong communication and interpersonal skills. * Good budget management skills and knowledge. * Excellent project management skills. * Excellent report-writing and presentation skills. * Polish presentation skills, strong oral and written communication skills and fully bilingual (English/Spanish). * Proficient (intermediate to advanced) in MS Office 365 programs like: Excel, Word, PowerPoint, Outlook, Teams, SharePoint. 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. If you have a disability and need assistance with the application process, please contact us 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. 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 are a California resident, please click here to learn more about your privacy rights. . Popular is an Equal Opportunity Employer Learn more about us at www.popular.com and keep updated with our latest job postings at www.jobs.popular.com. Connect with us! LinkedIn | Facebook | Twitter | Instagram