Seasonal Executive Assistant
hace 2 días
Popular is a leading financial institution in Puerto Rico, with a history dating back over a century. We offer a wide range of services and financial solutions to our customers, with a presence in the United States, the Caribbean, and Latin America.
We are committed to making our customers' dreams come true by providing essential financial services and solutions at every stage of their life. Our employees are dedicated to innovating, finding solutions, and supporting the communities we serve.
About This RoleThis seasonal full-time opportunity is ideal for a highly skilled and experienced administrative professional who can support our HR team in high-level administrative tasks. The successful candidate will oversee office functions, manage executive calendars, and coordinate meetings, travel arrangements, and other operational processes.
The ideal candidate will have a bachelor's degree in Business Administration, Office Systems, Industrial Psychology, Labor Relations, or Psychology, and a minimum of two years of experience as a personal assistant to executive leaders or senior managers.
Key Responsibilities- Perform administrative tasks, such as requesting reimbursements and payments, on behalf of the company.
- Provide general administrative support, including answering phones, mailing, scanning, faxing, and copying documents for management.
- Manage executive calendars, coordinate meetings, prepare agendas, and record minutes as needed.
- Coordinate activities for the HR managerial team, such as off-site planning sessions, special lunches and dinners, mid-year meetings, and others.
- Arrange business travel and accommodations.
- Compile documents, letters, and prepare presentations.
- Support clients/employees throughout the organization and refer them to appropriate units.
- Process corporate card payments for Division Managers, Managers, Supervisors, and Senior HR Officers.
- Support logistics for Talent Review annual meetings.
- Assist the HR VI Team in their integration to the HR Division.
- Send reminders, receive updates, and consolidate weekly reports per unit, and prepare draft reports to send to the Administration Group Manager.
- Review and process corporate titles and authorize signature recommendations for BPPR Company and Popular, Inc.
- Support the HR Division Manager in hiring new consultants for special projects and process invoices.
- Compile data, type statistical reports, presentations, and proposals.
- Create and maintain databases and spreadsheet files.
- Ensure compliance with established objectives, plans, and procedures.
- Maintain inventory of office supplies and manage purchases of office supplies and materials.
- Bachelor's degree in Business Administration, Office Systems, Industrial Psychology, Labor Relations, or Psychology.
- Minimum two years of experience as a personal assistant to executive leaders or senior managers.
- Ability to manage confidential and sensitive information.
- Exceptional collaboration and problem-solving skills in a fast-paced environment.
- Ability to analyze, prioritize multiple initiatives, self-direct, and task switch between strategic and tactical initiatives regularly.
- Compliance driven – ability to balance division needs against stated privacy requirements and controls.
- Strong business acumen – ability to understand stakeholder needs and concerns.
- Superior communication and interpersonal skills.
- Excellent report-writing and presentation skills.
- Polish presentation skills, strong oral and written communication skills, and bilingual (English/Spanish) proficiency.
- Proficient in MS Office 365 programs like Excel, Word, PowerPoint, Outlook, and HRIS systems like ERP/SAP.
The salary for this role is estimated to be around $40,000 - $60,000 per year, depending on experience. If you have a disability or need more information about requesting an accommodation, please contact us.
We are an Equal Opportunity Employer and value diversity, equity, and inclusion in our workplace. 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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