Executive Assistant (Advantage Bank)

Advantage Insurance; San Juan (PR); On-site; USD 42,000 - 54,000; Full time

Job summary

Advantage Insurance in San Juan, PR is seeking an experienced Executive Administrative Assistant to provide high‑level support to leadership and teams. You will coordinate calendars, prepare materials, and ensure smooth day‑to‑day operations across departments.

You will also manage travel and expenses, liaise with internal and external stakeholders, maintain records, and support cross‑functional initiatives with discretion and accuracy.

Qualifications

• Bachelor’s or associate’s degree or equivalent work experience.
• 3–5 years of administrative or office support experience.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Proven calendar management and meeting coordination experience.

Responsibilities

• Manage executive calendars and align schedules with priorities.
• Coordinate meeting logistics, prepare materials, and follow up on actions.
• Provide advanced administrative and operational support to leadership.
• Serve as liaison for internal and external stakeholders with discretion.
• Prepare and maintain reports and tracking tools for decisions.
• Develop document management systems to support compliance and efficiency.
• Plan and manage complex domestic and international travel and expenses.
• Coordinate visitor engagements with professionalism.
• Oversee office operations, vendor coordination, and process improvements.
• Manage shared resources and administrative tools across teams.
• Lead or support special projects with minimal supervision.

Skills

Bilingual English/Spanish

Organizational skills

Multitasking and deadline management

Independent work

Team collaboration

Stakeholder management

Adaptability

Accountability & discretion

Confidential information handling

Education

Bachelor’s or Associate degree in Business Administration / Office Management

Tools

Microsoft Office

Job description

Job Overview

Provides administrative and operational support to leaders and teams by coordinating schedules and meetings, preparing and organizing information, supporting communications and logistics, maintaining records, and helping ensure efficient day‑to‑day operations.

Job Responsibilities

• Manage and prioritize executive calendars, exercising independent judgment to align schedules with strategic priorities.
• Coordinate and oversee meeting logistics, including preparation of materials and follow‑up, ensuring alignment with leadership objectives. Independently track, assess, and follow up on key action items, escalating risks or delays and recommending solutions as appropriate.
• Provide advanced administrative and operational support to leadership, including coordination of cross‑functional initiatives.
• Serve as a key liaison for internal and external stakeholders, exercising discretion in managing communications and resolving issues on behalf of leadership.
• Prepare, analyze, and maintain reports and tracking tools used to support operational, compliance, or management decision‑making.
• Develop and maintain document management systems and processes to support audit readiness, compliance, and operational efficiency.
• Plan and manage complex domestic and international travel, assessing cost, timing, and business impact. Review, prepare, and monitor expense reporting, ensuring compliance with company policies and flagging discrepancies as needed.
• Coordinate visitor and stakeholder engagements, exercising discretion and professionalism in representing the company.
• Oversee office operations activities, including vendor coordination and process improvements, within established guidelines.
• Manage and curate shared resources and administrative tools to improve efficiency and consistency across teams.
• Lead or support special projects with minimal supervision, independently managing timelines, priorities, and stakeholder communication.

Skills And Qualifications

• Fluency in English and Spanish, both written and spoken
• Strong organizational skills with high attention to detail
• Ability to prioritize tasks and manage multiple deadlines simultaneously
• Ability to work independently and follow through on assignments with minimal supervision
• Team player who collaborates well across departments
• Build and maintain strong working relationships across internal and external stakeholders
• Adapt to changing priorities, processes and organizational needs with flexibility and professionalism
• Proactively anticipate needs and identify issues early to support efficient office and executive operations
• Exhibit strong sense of accountability, ownership, and follow‑through on assigned responsibilities
• Exercise sound judgement and discretion when handling confidential and sensitive information

Job Requirements

• Bachelor’s or associate’s degree in Business Administration, Office Management, a related field or equivalent work experience will be considered in lieu of a formal degree
• 3–5 years of administrative or office support experience, preferably in a professional, corporate, or fast‑paced environment
• Proficiency in Microsoft Office (Outlook, Word, Excel required)
• Proven experience with calendar management, scheduling, and meeting coordination