The Legal Administrative Assistant, based in New York City, will provide general administrative support to the Legal Division and manages day-to-day administrative operations for a fast-paced team operating in a demanding environment, including, among other things, analyzing & controlling administrative processes to facilitate and simplify operations, coordinating various matters, and ensuring compliance with established procedures.
In this position, you will:Coordinate and arrange meetings, prepare memos, agendas, reserve & prepare facilities for meetings and events, and record and transcribe minutes of meetings Prepare expense reports Organize vendor contracts and open Contract Workspace in Ariba (Popular contract module) Open and close matters in Legal Division matter management application Support management and oversight of external law firms, including the engagement of new law firms, and insurance updates, etc. Assist in legal invoice processing, including corresponding with law firms in connection with information necessary for invoices to be submitted timely such as matter budgets and other information. Assist in the preparation of regularly scheduled reports and spreadsheets Maintain office supplies by checking inventory and ordering items Provide support to assure the compliance of established objectives, plans, and procedures, including corporate policies and uploading the same to the intranet Perform general administrative tasks (i.e. processing expense reports, request reimbursements, processing payments, processing mail, printing, copying, fax, filing, answering telephone calls, calendaring meetings and preparing agendas Maintain and organize files for the team Perform other duties as assigned
To be considered, you will need: Bachelor's degree required, major or certificate in Secretarial Science a plus Two (2) years related experience desired Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other administrative/ office procedures Recognition of legal documents such as summons and complaints, subpoena, retraining notices, etc. Strong customer service skills and high level of attention to detail and commitment to excellence Strong organization and time management skills Demonstrated analytical and problem-solving skills Clear and effective oral and written communication skills Ability to multitask
Salary Range Information
Our base salary for this position located in New York generally ranges between $32.20 and $37.15 annually, depending on business need and on your qualifications and experience. Base salary does not include incentive compensation, commission, or any other type of remuneration or benefits.
Important: The candidate must provide evidence of academic preparation or courses related to the job posting, if necessary.
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 asesorialaboral@popular.com. 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.
Are you ready for a rewarding career?
Popular is an Equal Opportunity Employer
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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