Administrative Assistant, São Paulo

Kobre & Kim consistently seeks exceptional candidates with the talent to deliver outstanding service that anticipates client needs.

Position Details:

The Administrative Assistant role sits within our Admin Services function which supports and manages the day-to-day operations of the Firm, providing expert and in-market support regarding office management, office services and facilities, general operations and executive assistant and administrative support. Administrative Assistants will provide proactive and professional support to their assigned office and to the business, more broadly via the administrative services hub. The administrative assistant is a key operations go-to for the business and will work closely with the global operations team, office managers and executive assistants.

Main Responsibilities:

Front of House & Office Services

• Greet all visitors and employees in a courteous and professional manner and direct them to the proper person, office and/or conference room.
• Answer incoming calls and direct as per firm protocol.
• Perform meeting setups and breakdowns as required.
• Coordinate arrangements for visiting staff, including access to office and workspace.
• Provide first line IT fixes for Zoom room set-up, escalating to IT Helpdesk as necessary.
• Schedule meetings, monitor conference room calendars and ensure rooms are client ready.

• Stock office pantry, copy rooms with supplies and maintain relevant inventory.

• Assist with office events, including firm gatherings, events, and volunteering initiatives.

• Where required, perform regular floor walks to review and manage maintenance and concierge tasks.

Administrative Tasks

• Coordinate photocopying, scanning, printing, faxing, binding, and preparing documents for delivery / collection of large document production, courier, or reprographic work.
• Processing invoices and expense claims via Chrome River.

• Assist Attorney Admissions with registration and membership renewals.

• Provide support with complex global travel arrangements and logistics.

• Assists in planning of Business Development (BD) meetings, events, conferences, and client dinners.
• Enter client details into contact database (OnePlace).
• Follow instructions from client matter case teams, provide calendaring support as requested.
• Ensure information is updated and current for local office intranet page.
• Engage in collaborative efforts across departments to achieve common objectives.
• Perform other related administrative tasks as deemed necessary by the business.
• Handle sensitive matters with discretion and confidentiality.

About the Candidate:

• A minimum of 2 years' experience in an Administration Assistant role within professional services and/or law firm is essential.
• Advanced fluency in English and Portuguese required.
• Intermediate working knowledge of Microsoft Office including Word, Excel and PowerPoint is essential.
• Ability to work autonomously and be a proactive self-starter with close attention to detail and an ability to understand the importance of detailed work within a larger context.
• Ability to plan, organize and carry out multiple related activities.
• Ability to work under tight deadlines and multi-task with detailed responsibilities for various aspects of the firm's work.
• Must have the ability to make recommendations to effectively resolve problems or issues by using judgment that is consistent with the firm's standards, practices, policies, procedures, and state and federal regulations.
• Ability to work across several different departments in a fast-growing office environment.
• Must be flexible to respond quickly and positively to shifting demands and opportunities.
• Ability to collaborate in an effective and mature manner with co-workers, vendors, and clients.

Company Description:

Kobre & Kim is a conflict-free global law firm focused exclusively on disputes and investigations, often involving fraud and misconduct. Recognized as the premier firm for cross-border disputes, the firm has a particular focus on financial products and services litigation, insolvency disputes, intellectual property litigation, international judgment enforcement and asset recovery, and U.S. government enforcement and regulatory investigations. With more than 400 employees throughout the firm's 15 global office locations, Kobre & Kim recognizes the value of incorporating diverse perspectives and professional disciplines to generate the most effective solutions for clients.

Further information about the firm is available at

Kobre & Kim employees take pride in providing our clients around the world with service that is timely, accurate, unbiased, and trusted. We have a profound respect for the professions and clients we serve and define our success in terms of their success. Our work environment is dynamic, innovative, and entrepreneurial. We have a result-oriented culture that demands excellence, agility, and the desire to move quickly and precisely to seize opportunities. Our environment is both challenging and supportive - we give employees the opportunity to develop their skills and do their best work.

Kobre & Kim values diversity of culture and thought and seeks talented, qualified employees in all its operations around the world regardless of race, gender, national origin, religion, sexual orientation, disability, age, or any other protected classification under country or local law.

Kobre & Kim is proud to be an Equal Employment Opportunity employer.