Receptionist - Executive Assistant

 

ABOUT BTG PACTUAL

BTG Pactual Europe S.A. is part of BTG Pactual Group, the largest investment bank in Latin America, delivering specialized 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 credit institution based in Luxembourg, supervised by the Commission de Surveillance du Secteur Financier (CSSF). 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 Receptionist - Executive Assistant to support the Executive Board and ensure the smooth functioning of cross‑sectional administrative and operational activities. The successful candidate will be the key point of contact for all Luxembourg office employees, visitors, and stakeholders to support the business, ensuring a warm welcome and that all administrative tasks are executed to the highest quality standards. The candidate will independently manage a wide range of responsibilities, including board support, reception oversight, facility coordination, and customer‑related administrative tasks. This role requires strong integrity, excellent communication skills, and the ability to manage multiple priorities with precision and professionalism.

 

ROLES AND RESPONSIBILITIES

Reception & Front-Office Oversight

• Fully manage the reception area, including:
  • Telephone switchboard
  • Customer reception and hospitality
  • Dispatch and collection of internal/external mail
  • Ensure proper coordination and bookings of the meeting rooms.
  • Ensure reception area and meeting room look impeccable
  • Ensure that you are security conscious. and ensure that all visitors have a host and always display their visitor badge

 

Facility Management

• Proactively coordinate facility-related matters, including:
  • Acting as the primary contact for property management
  • Coordinating external service providers
  • Managing procurement, inventory and purchasing of materials and office supplies

 

Customer-Related Operational Support

• Support operations, investment advisory, and administrative teams with customer-specific tasks.
• Check and prepare customer mailings, maintain customer files, and ensure document digitisation.
• Assist with customer reporting processes and annual mailings.

 

Cross-Functional Administrative Management

• Independently manage overarching administrative topics, including:
  • Contract database administration
  • Guarantee updates and corrections of the register and other corporate documents (RCS and RBE,etc.)
  • Form management
  • Archive management
  • Website support and maintenance
  • Assist Corporate Service and provide administrative support to various departments as needed

 

Executive Board Support

• Support the Management board in day-to-day business activities.
• Perform secretarial and administrative tasks, including scheduling, event coordination, and correspondence handling.
• Manage customer mailings and complete case-related assignments as required.

 

Travel Booking

• Execution of all travel bookings / flights and hotels in the Wide Travel tool in compliance with the BTG Travel Policy
• Check submitted travel expenses for compliance with limits and BTG Travel Policy, check receipts, obtain approval from line manager
• Assistance and check of all submitted travel expense reimbursements

 

This is not intended to be a complete list of every duty and it is therefore expected that the day-to-day performance of the job will include tasks not listed above to cater to stakeholders and business needs

 

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.

 

 

Diversity and Inclusion

BTG Pactual is committed to fostering an inclusive culture. We do not discriminate based on race, colour, religion, gender identity, sexual orientation, nationality, disability, or age. We actively promote diversity and equal opportunity in our workplace.