Administrative Assistant

Summary of Position

The Executive Administrative Assistant delivers high-level operational, administrative, and logistical support to the Executive Suite, working closely with the Executive Assistant to advance priorities directed by the President. This multifaceted role manages executive calendars, travel itineraries, meeting logistics (including Board and committee sessions), and frontline communications. Beyond core administrative tasks, the position oversees daily office operations, processes department invoices and expense reimbursements, provides cross-functional coverage for client care, and fosters a collaborative workplace culture through employee engagement initiatives.

Essential Functions and Duties

• Partner closely with the Executive Assistant to execute high-priority projects and strategic initiatives directed by the President.
• Manage complex executive calendars, schedule high-level meetings, coordinate travel itineraries, and arrange accommodations for VIP guests.
• Plan and execute logistics for Board of Directors, committee, and internal staff meetings, including catering and material preparation.
• Draft, edit, and organize internal and external correspondence, reports, and presentations for leadership and external stakeholders.

Office Operations & Front Desk Management

• Serve as the primary ambassador for the Executive Suite, greeting visitors, managing executive reception, and screening high-volume calls.
• Oversee daily facility needs for executive spaces, including vendor coordination, cleaning service management, and office supply inventory.
• Identify workflow bottlenecks and recommend improvements to office processes and digital productivity tools.
• Perform ad-hoc clerical tasks and provide operational backup for the Client Care team to ensure seamless service continuity.

Financial Administration & Department Engagement

• Review, reconcile, and process departmental invoices and executive expense reimbursements in compliance with organizational policies.
• Champion internal culture initiatives by coordinating employee activities, fostering cross-departmental collaboration, and boosting team morale.
• Complete all mandatory annual compliance and professional development training programs.

Qualifications Requirements

• Education: Associate's degree in Business Administration preferred or equivalent experience.
• Experience: Five (5) years of experience as an administrative assistant role for C-Level Executives.
• Must be bilingual in both English and Spanish. Ability to fluently speak, understand, read and write both languages.
• Advance computer skills including but not limited to proficiency in Microsoft Office (Word, Excel, PowerPoint, etc.), Google Suite, Zoom, and Teams.
• Strong verbal and written communication skills, ability to communicate at all levels of the organization.
• Strong attention to detail and accuracy.
• Ability to multi-task, with strong organization, time-management, and prioritizing skills.
• Strong customer service skills, ensuring the satisfaction of both internal and external customers.
• Basic knowledge of related State and Federal banking compliance regulations and operational policies.
• Ability to work with minimal supervision while performing duties.

About Us

Banesco USA is part of Banesco International, a worldwide group of financial institutions with a presence in 15 countries. As a corporation in continuous evolution, we promote the ongoing professional and personal development of our employees, by embracing challenges and adapting to the changing environment of today's world. We aim to develop integral human beings, committed to making a difference at the workplace and out in the world. Our actions are rooted in our Values: Reliability, Responsibility, Quality, and Innovation. We believe that we all have the same ability to transform our daily tasks into significant contributions, and therefore, Leave Our Mark. At Banesco USA, one of our most valued assets is our enthusiastic team, which strives every day to create a world-class organization in an ever-changing world. Together, our team has made us a market leader and we invite you to join us.