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?

Over 8,000 people in Puerto Rico, United States and Virgin Islands work at Popular.

Come and join our community!

Full Time Job Opportunity

Location

On-site / Popular Center / Hato Rey, P.R.

General Description

Assist and provide support to the Associate General Counsel and other staff in all administrative and office management tasks, including supporting operational processes of the Legal Division.

Essential Duties and Responsibilities

Provides administrative support to ensure efficient office operations.

Maintains physical and digital filing systems.

Assist in notary matters.

Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.

Responds to emails and other digital queries and correspondence.

Manages calendars, including making travel arrangements.

Drafts, edits and formats letters, reports, agendas and other documents.

Inputs and updates information in databases and spreadsheets.

Prepares meeting agendas and takes meeting minutes.

Coordinates logistics for meetings, including room setup and catering.

Uses word processing and presentation software to create and edit documents.

Operates and maintains office equipment, including printers, copiers, and fax machines.

Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.

Research as requested and compiles and summarizes information for reports or presentations.

Works closely with other administrative staff and supports other colleagues as needed.

Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.

Ensures that deadlines are met and adapts to changing priorities.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Education

Bachelor's Degree in Business Administration preferred.

Experience

At least two (2) years of paralegal or administrative assistant experience in a law firm or legal department. Preferably with administrative corporate matters experience.

Other Qualifications

Knowledge of business English and basic legal terminology

Interpersonal and teamwork skills.

Detail oriented and highly motivated with the ability to multi-task and work independently.

Ability to work under pressure and meet deadlines.

Must possess strong organizational and time management skills.

Ability to establish priorities and work with multiple tasks at the same time.

Ability to work with a high degree of accuracy and attention to detail.

Ability to analyze and verify the integrity of data.

Self- directed, and ability to work in a fast-paced environment.

Ability to work both independently and in a team setting.

Knowledge of MS Office 365 applications: Outlook, Excel, Word, Teams, SharePoint.

Excellent writing, grammar, proofreading skills in both Spanish and English.

Verbal and written communication skills, both in English and Spanish.

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 . 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.

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Popular is an Equal Opportunity Employer

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