Executive Administrative Assistant at Popular in St. Thomas

Job Type

General Description

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

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

Region Locations

St. Thomas, U.S. Virgin Islands

Work Schedule

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

Values

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.