Operations Assistant

ABOUT THE FIRM

Secretariat professionals are trusted in the highest-stakes legal, risk, and regulatory matters around the world.

When you join Secretariat, you become part of a rapidly growing elite team of bright minds and passionate problem-solvers. Your skills and expertise will be utilized on day one – working with the world’s most renowned law firms, leading corporations, and influential institutions to answer complex questions that shape critical financial, economic, and strategic business decisions.

Our globally integrated teams are united by the ambition, energy, and commitment they bring to every challenge. We inspire and empower an open, collaborative culture that embraces ongoing professional development, recognition, diversity, and – most importantly – you.

Make your impact at Secretariat.

This will be a part-time position (20 hours) for 6 months initially and will support our Munich office.

RESPONSIBILITIES

Administrative and Financial

• Work with MDs to create timely and accurate invoices for relevant projects – including creating additional reports and timesheets
• Work with corporate Accounting to ensure the above is timely and accurate
• Work with local team members to ensure all time reporting is completed on time
• Preparing MD expense reports and recording time as needed

Operations

• Manages contracts and relationships with office vendors and service providers and liaison with building management
• Prepares proposal, reports, presentations, and letters for MDs and assist with projects such as data entry, database management and filing systems
• Liaison with IT and to set up laptops and softphones for new starters along with workstation and building access
• Assist with internal events including office social events and supports marketing on external events
• Organizes internal meetings and appointments for the office.
• Client lunch / dinner arrangements / reservations
• Implements and maintains procedures/administrative processes
• Ordering office supplies
• Answering company’s mainline phone and directing calls respectively.
• Welcome visitors and clients to the office and assist with building access and parking as needed.
• Ensure office compliance with health, safety & security protocols.
• Responsible for office kitchens and upkeep.
• Other duties as necessary.

Requirements

• Associate or bachelor’s degree in a relevant field
• At least one year’s previous experience in an office management related role
• Previous experience working in a small to mid-size global professional service company is preferred.
• Excellent organizational skills and attention to detail
• Must be adaptable and flexible to change as well as a team player who demonstrates integrity and professionalism
• Previous experience of billing and using an ERP system ( ideally Workday)
• Previous experience of office management
• Advanced Proficiency in Microsoft Office, specifically in MS Excel, MS Word, and MS PowerPoint
• Ability to rapidly learn and adapt to new technologies and online tools/platforms