Administrative Assistant | Investment Banking

Jefferies; São Paulo; On-site; BRL 60,000 - 100,000; Full time

Job summary

Jefferies in São Paulo seeks an organized Administrative Assistant to support the Investment Banking Latin America Coverage team. You will work with the Executive Assistant, senior bankers, and leadership, handling calendars, travel, and confidential communications.

You must have 2+ years of corporate administrative experience, strong Portuguese and English skills (Spanish a plus), and proficient Microsoft Office abilities.

Qualifications

• Bachelor's degree preferred; equivalent experience considered.
• 2+ years administrative experience in corporate/financial services.
• Strong written and verbal Portuguese and English; Spanish a plus.
• Proficient in Microsoft Office; able to handle sensitive information with discretion.

Responsibilities

• Provide day-to-day administrative support to executives and junior bankers.
• Coordinate complex calendars and schedule internal/external meetings.
• Arrange domestic/international travel itineraries (flights, hotels, visas, transport).
• Process and track expense reports per firm policy and deadlines.
• Serve as a point of contact for visitors and stakeholders in SP Office.
• Support investor meetings, client sessions, and team events in São Paulo.
• Coordinate office logistics with Executive Assistant and regional teams.
• Monitor email requests and maintain confidential communications.
• Assist in events, databases, and document repositories; track deliverables.

Skills

Calendar management

Executive support

Portuguese & English

MS Office

Education

Bachelor's degree

Tools

MS Office Suite

Travel booking tools

Job description

We are seeking a highly organized, proactive, and detail‑oriented Administrative Assistant to support our Investment Banking Latin America Coverage team based in São Paulo. This role will work closely with the office’s Executive Assistant and leadership team and directly support the SVP, VP and junior bankers. The ideal candidate is a strong communicator, thrives in a fast‑paced environment, and can manage multiple priorities with professionalism and discretion.

Key Responsibilities

Executive & Team Support

• Provide day‑to‑day administrative support to the Executive Assistant, SVP, VP and junior bankers
• Coordinate complex calendars, schedule internal and external meetings, and manage recurring appointments.
• Arrange domestic and international travel itineraries, including flights, hotels, visas, and ground transportation.
• Process and track expense reports in accordance with firm policy and deadlines.

Office & Operational Support

• Serve as a key point of contact for visitors, clients, and internal stakeholders.
• Provide onsite support for investor meetings, client sessions, and team events hosted in the São Paulo office.
• Support coordination of office logistics, supplies, and administrative operations in partnership with the Executive Assistant.
• Liaise with global teams, including Finance, HR, Compliance, and Corporate Services, to ensure smooth workflow and adherence to policies.

Communication & Coordination

• Monitor and respond to email requests on behalf of senior leadership as needed.
• Prioritize and elevate urgent matters while maintaining strict confidentiality.
• Prepare and distribute internal communications, schedules, and organizational updates.
• Coordinate with regional Investment Banking teams across the Americas, Europe and Asia.

Project & Process Support

• Assist in planning and executing internal events, leadership meetings, and offsites.
• Maintain team databases, contact lists, and document repositories.
• Track and follow up on deliverables, deadlines, and project milestones.

Required Qualifications

• Bachelor’s degree preferred; equivalent experience will be considered.
• 2+ years of administrative experience in a corporate, financial services, or fast‑paced professional environment.
• Strong written and verbal communication skills in Portuguese and English; Spanish is a plus.
• High proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).
• Ability to manage sensitive information with discretion and professionalism.
• Strong organizational skills and ability to handle competing priorities.

Preferred Qualifications

• Prior experience supporting Investment Banking, Private Equity, or Professional Services teams.
• Familiarity with global calendar management and international travel coordination.
• Ability to anticipate needs and operate with a high level of independence.
• Comfortable working with senior stakeholders across multiple regions and time zones.