Executive Assistant

3 weeks ago

New York, United States Itau Full time
Executive Assistant

Associate

Provide administrative and business support and assistance to Senior Management and core business IUAM business teams, while handling all duties in a strictly confidential manner.

Duties & Responsibilities
• Maintains senior manager's appointment schedules by planning and scheduling meetings, conferences, teleconferences and acts as liaison and gatekeeper for management team.
• Prepare agendas and make arrangements for committee and Board meetings, Senior Management meetings, appointments, conferences and special events
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Produce, assemble, and format key documents for meetings
• Perform general office duties such as ordering supplies, filing, timekeeping, copying and record maintenance
• Process and appropriately route telephone calls, interoffice mail, external correspondence, and electronic mail
• Prepare and process expense reports for senior managers
• Organize bank functions and employee activities as needed, including lunch meetings.
• Contributes to team effort by accomplishing related results as needed
• Review operating practices and procedures in order to improve efficiency and quality of administrative function
• Observe confidentiality procedures registering and tracking relevant documentation to ensure security and control
• Perform other executive administrative and office management duties in support Senior Management as assigned
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Arrange complex and detailed international air travel, hotel accommodations and itineraries for Senior Management Team
• Provides assistance as needed at Reception to include but not limited to, answering phones, lunchtime relief, greeting visitors and guests.
• Approve assigned invoices for payment in My Concur System.
• Interact with international branch executives and various departments throughout the Company.
• Plan and organize lunch meetings and events.
• Compliance with Anti-Money Laundering and Bank Secrecy Act related principles, laws, rules and regulations, as well as Itau's related policies and procedures.

• Participate in project meetings, formulate meeting summary notes, prepare project plans and detailed system and operational flow diagrams

• Perform and maintain Vendor management process from on-boarding to annual review of requirements

Qualifications
• Minimum of 5 years of experience providing support at the executive level
• Proficient in MS Office applications such as Word, Excel, PowerPoint and Outlook. Ability to create clear and concise documents form meeting notes
• Excellent planning and organizational skills
• Exceptional interpersonal capabilities
• Superior customer service skills

• Familiar with Asset Management Operations and knowledge of operational workflows a plus
• Excellent telephone skills and ability to communicate in a professional manner
• Ability to organize and prioritize multiple tasks simultaneously
• Ability to maintain confidentiality and professionalism at all times
• Outstanding written and verbal communications skills, with exceptional attention to detail is essential
• Proven ability to work independently and under pressure, with considerable discretion, judgment and tact
• Fluency in English
• Spanish and/or Portuguese is desirable

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