About Btg Pactual

BTG Pactual Europe S.A. is part of BTG Pactual Group, the largest investment bank in Latin America, delivering specialised services in Wealth Management, Asset Management, Investment Banking, Corporate Lending and Sales & Trading. Since its creation in 1983, BTG Pactual Group has adopted a meritocratic partnership culture, with a focus on its customers, excellence and a long-term vision. BTG Pactual currently employs over 12,000 people in offices across Brazil, United States, Luxembourg, UK, Portugal, Spain, Mexico, Colombia, Chile, Peru and Argentina. Our group combines a solid balance sheet, state of the art technology and is ready to offer a global advisory service to protect and grow your wealth. BTG Pactual Europe is a Luxembourg-based credit institution, regulated by the Commission de Surveillance du Secteur Financier (CSSF). The Lisbon office operates as a branch of BTG Pactual Europe. The bank places particular emphasis on serving European clients who maintain financial or economic connections with South America. For more information visit www.btgpactual.com.

THE ROLE

We are seeking a highly organised, proactive, and discreet Executive Assistant to support senior stakeholders in our Lisbon office and ensure the smooth coordination of day-to-day administrative activities. The role focuses on managing complex schedules, coordinating domestic and international travel, organising internal events, and, among other responsibilities, acting as a key point of contact for administrative matters. The successful candidate will be responsible for ensuring efficiency, reliability, and a high standard of service, requiring excellent organisational skills, attention to detail, and the ability to manage multiple priorities with professionalism.

Role And Responsibilities

Cost Related:

• Control travel and administrative expenses, ensuring bookings and reservations comply with the bank’s travel policies.
• Ensure all items are invoiced and paid within established deadlines.
• Optimise internal event costs, achieving better financial efficiency without compromising quality.
• Prepare and review expense reports, ensuring compliance with internal policies and proper approval of exceptions.
• Ensure best cost-benefit in employee transfers between Madrid and Lisbon offices.
• Manage contract negotiations and pricing with vendors, service providers, and office lease agreements.
  
  

Office Related

• Coordinate domestic and international travel, as well as meeting scheduling and agenda management for the Lisbon team.
• Coordinate with the IT department on office equipment management and procurement of electronic devices.
• Oversee contracts related to office renovations and infrastructure, ensuring proper invoice validation and payments.
• Support insurance contracting and service agreements for Madrid and Lisbon offices.
• Ensure proper office conditions, coordinating repairs as needed.
• Supervise office works and infrastructure changes, ensuring optimal service and cost efficiency.
• Manage facility service providers, including cleaning, catering, and security.
• Organise office layout and manage the purchase of stationery and equipment.
• Maintain close coordination with administrative and support teams across Brazil and international offices.
• Act as the point of contact for office operations, including maintenance, correspondence, supplies, equipment, accounts payable, and procurement.
  
  

HR/Team Related

• Develop training programs and provide support to secretaries and reception staff in Europe.
• Support onboarding processes for new hires, including interns and trainees.
• Organise small and large-scale events, with or without marketing support, including logistics and execution.
• Update and maintain office policies in alignment with HR and Compliance requirements.
• Identify opportunities to establish or improve internal processes.
  
  

Essential Skills And Experience

• Strong awareness of responsibility, earnings, and costs.
• High degree of integrity, discretion, flexibility, and professionalism.
• Excellent organisational skills and assertiveness.
• Confident use of MS Office and Outlook.
• Fluency in English and Portuguese (spoken and written), French and/or German would be considered an asset.
• Ability to work independently an manage diverse tasks effectively.
  
  

Desired Qualifications And Experience

• Experience in executive support, office management, or administrative coordination.
• Experience working with senior leadership or in a financial services environment is an advantage.
• Familiarity with document management, archiving systems, or contract administration tools.
  
  

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