Executive Administrative Assistant

• 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.

• 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.

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