Executive Assistant & Office Associate

About Us

Itaú Unibanco is the largest bank in Latin America, operating in 18 countries and celebrating 100 years of history in 2024. Alongside its scale and stability, Itaú is undergoing an enterprise‑wide transformation, embedding AI, advanced analytics, and digital platforms into core business decisions, from risk and operations to client engagement. As part of this organization, Itaú Private Bank applies these capabilities to wealth management, combining human expertise with intelligent, data‑driven insights to deliver more personalized and forward‑looking solutions for clients.

Reporting to: Executive Support Manager 

• Manage and maintain executives’ calendars, scheduling meetings and appointments
• Prepare, review, and organize documents, presentations, and reports for meetings and correspondence.
• Handle incoming calls, emails, and other communications, prioritizing and responding as appropriate.
• Coordinate logistics for meetings, conferences, and events, including room bookings and catering.
• Facilitate internal and external communication on behalf of executives, ensuring timely follow-up.
• Assist in preparing agendas, and tracking action items to completion.
• Support project management tasks by tracking deadlines and deliverables.
• Maintain confidentiality and handle sensitive information with discretion.
• Provide proactive support by anticipating executives’ needs and managing competing priorities.
• Organize and coordinate travel plans, including flights, accommodations, and ground transportation.
• Assist with expense reports, budget tracking, and other financial administrative duties.
• Support onboarding of new executive and administrative staff as needed
• Identify opportunities for process optimization.
• Compliance with Anti-Money Laundering and Bank Secrecy Act related principles, laws, rules and regulations, as well as Itau’s related policies and procedures

-Client Services & Office (Facilities):

• Welcome and assist clients and visitors at the client reception area, ensuring a positive and professional first impression.
• Manage access control for building entry, including visitor check-in and badge issuance.
• Answer and direct incoming phone calls and emails related to client and office inquiries.
• Coordinate and schedule meeting rooms (bookker system) and support meeting setups with necessary equipment and materials. Communicate with Bookker support team regarding app or webpage issues.
• Assist with organizing and supporting client and internal company events, including logistics and guest management.
• Monitor and manage office supply inventory, placing orders when stock is low and maintaining accurate records.
• Ensure compliance with office policies, safety regulations, and confidentiality standards.
• Maintain records of client visits, service requests, and office incidents.
• Serve as the main point of contact with building management regarding cleaning, elevators, security, parking, HVAC, building updates, and compliance with regulations.
• Coordinate routine and emergency maintenance with building management.
• Assist in office layout planning, space optimization and office expansions.
• Oversee employee access cards/parking and security systems, ensuring compliance with safety and security protocols.
• Maintain office furniture and equipment inventory, and repairs as needed.
• Receive vendors at the office for repairs, maintenance, or installations monitoring completion and quality.
• Maintain office decor, artwork, and overall professional appearance.
• Support employee onboarding with access cards, parking and face recognition setup.
• Negotiate contracts, pricing, and services with vendors and contractors to optimize cost and service quality.
• Maintain the premises up to standard and communicate with relevant internal area
• Perform other related duties and responsibilities as assigned, in support of the overall office operations.
• Fluency is Portuguese is required