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