Executive Administrative Assistant

Popular; Charlotte Amalie (United States Virgin Islands); On-site; USD 65,000 - 90,000; Full time

Job summary

Popular is seeking an Executive Administrative Assistant in St. Thomas, VI. This on-site role provides high-level administrative support to the Division Manager and VI Region Division, coordinating calendars, reports, meetings, and travel arrangements.

The ideal candidate will have a Bachelor's in Business Administration and at least three years of executive support experience, with strong Microsoft Office 365 skills and the ability to handle confidential information with discretion.

Qualifications

• Provide high-level administrative support to the Division Manager and VI Region Division.
• Coordinate administrative tasks, meetings, reports, and correspondence.
• Prepare reports, presentations, and executive-level documentation.
• Maintain confidentiality of sensitive information and handle executive communications.

Responsibilities

• Provide comprehensive administrative support to the Division Manager and management team, including managing calls, correspondence, mail distribution, document scanning, and recordkeeping.
• Manage executive calendars; coordinate and schedule meetings; prepare agendas; and document meeting minutes and follow-up actions as required.
• Support budget planning, monitoring, reconciliation, and reporting activities for the Division.
• Coordinate logistics and activities for management meetings, strategic planning sessions, off-site events, and other special events.
• Arrange domestic and international business travel, including transportation, lodging, itineraries, and related accommodations.
• Process and track expense reports, corporate card transactions, and other operational expenses for the Division.

Skills

Verbal and written communication

Analytical skills

Organizational skills

Problem-solving skills

Independent work

Interpersonal skills

Education

Bachelor's Degree in Business Administration

Tools

Microsoft Office 365 Suite

Job description

Company: Popular

Workplace Type: On-site

Location: St. Thomas, VI

Executive Administrative Assistant

Job Type

The Executive Administrative Assistant provides high-level administrative and operational support to the Division Manager and VI Region Division.This position plays a key role in coordinating administrative activities, managing office operations, streamlining business processes, and ensuring adherence to established policies and procedures. The incumbent contributes to the effective execution of departmental goals and supports the Division's overall operational success. Identifies administrative needs and develops appropriate solutions or recommendations. Prepares reports, and reviews and answers correspondence. Organizes and facilitates meetings, conferences, presentations and other special events; as appropriate.

Supervisory Responsibilities:
This job has no supervisory responsibilities.

Essential Duties and Responsibilities

• Provide comprehensive administrative support to the Division Manager and management team, including managing calls, correspondence, mail distribution, document scanning, and recordkeeping.
• Perform administrative and financial processes on behalf of the Division, including the preparation and submission of reimbursement requests, invoices, and payment requests.
• Manage executive calendars; coordinate and schedule meetings; prepare agendas; and document meeting minutes and follow-up actions as required.
• Support budget planning, monitoring, reconciliation, and reporting activities for the Division.
• Coordinate logistics and activities for management meetings, strategic planning sessions, off-site events, business luncheons, and other special events.
• Arrange domestic and international business travel, including transportation, lodging, itineraries, and related accommodations.
• Prepare, edit, and compile correspondence, reports, presentations, and executive-level documentation.
• Process and track expense reports, corporate card transactions, and other operational expenses for the Division.
• Support employee onboarding and integration activities, ensuring a smooth transition into the Division.
• Gather, analyze, and compile information, reports, and presentations to support executive decision-making and operational needs.
• Create, maintain, and update databases, spreadsheets, records, and tracking systems to support administrative and operational activities.
• Monitor compliance with established objectives, policies, procedures, and administrative controls.
• Serve as a point of contact for internal and external stakeholders, providing guidance and directing inquiries to the appropriate departments or business units.
• Maintain confidentiality of sensitive business information, executive communications, and personnel-related matters.
• Support special projects and other duties as assigned by the Division Manager

Other Qualifications

• Excellent verbal and written communication skills and the ability to prepare executive presentations, reports, correspondence, and business summaries.
• Strong business acumen and interpersonal skills, with the ability to build effective relationships and interact professionally with executives, employees, clients, vendors, and external stakeholders.
• Strong analytical, organizational, and problem-solving skills, with the ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
• Demonstrated ability to handle confidential executive, employee, client, and business information with discretion, integrity, and professionalism.
• Knowledge of administrative, operational, and regulatory processes, including the ability to monitor compliance with established policies, procedures, and controls.
• Experience maintaining electronic records, filing systems, and document-retention practices while ensuring accuracy, accessibility, and confidentiality of information.
• Advanced proficiency in Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience with reporting, data analysis, and presentation tools is preferred.
• Experience supporting executive leaders within the banking, financial services, or other highly regulated industries.

Education

Bachelor's Degree in Business Administration

Experience

At least three (3) years of experience providing executive-level administrative support to senior executives and/orsenior managers in a corporate environment.

Certifications / Licenses

No certifications or license needed.

Region Locations

St. Thomas, U.S. Virgin Islands

Work Schedule

Monday through Friday 8:00 a.m. to 5:00 p.m.

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 [e-mail] . 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.

If you are a California resident, please click here to learn more about your privacy rights.