Operations Assistant

3 weeks ago

Chicago, United States Secretariat LLC Full time

Job Description:
THE COMPANY

Secretariat is your source for independent expert advisory services. Secretariat specializes in international arbitration, general commercial arbitration/litigation, forensic accounting, economic damages, construction, and government contracting. Secretariat’s experts maintain integrity, quality, and objectivity when solving complex disputes, delivering detailed analyses, and articulating meaningful results in a clear and concise manner.

The position may involve non-essential duties and responsibilities, which may vary depending on the needs of the organization. This position will support our Chicago office and reports to the Senior Operations Manager and a Managing Director. This position will provide in-office coverage Monday - Friday.

RESPONSIBILITIES

Operations
- Manages contracts and relationships with office vendors and service providers and liaison with building management
- Types, compiles, and 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
- Work with local team members to ensure all time reporting is completed on time
- 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
- Working closely with Directors of Operations and Talent Acquisition to support recruitment efforts at the campus level

Administrative
- Organizes internal meetings and appointments for the office.
- Client lunch / dinner arrangements / reservations
- Implements and maintains procedures/administrative processes.
- Ordering office supplies for relevant US office.
- Preparing MD expense reports and recording time as needed
- Answering company’s mainline phone and directing calls respectively.
- Welcome visitors and clients to the office and assisting with building access and parking validation as needed.
- Ensure office compliance with health, safety & security protocols.
- Ability to problem solve independently and manage competing priorities & multiple projects.
- Coordination with the HR department for new and exiting employees.
- Liaising with corporate Accounting as necessary.
- Responsible for office kitchens and upkeep.
- Other duties as necessary.

QUALIFICATIONS
- Associate or bachelor’s degree in a relevant field and some work experience in an office environment., or related field preferred
- One (1) or more years previous experience in an office management related role
- Or equivalent combination of education and experience above
- 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 office management
- One or more years of customer service experience is a plus
- At least four years of experience in an administrative capacity

Technology skills
- Advanced Proficiency in Microsoft Office, specifically in MS Excel, MS Word, and MS PowerPoint
- Proficient in use of online conference tools such as Zoom, Microsoft Teams, GoToMeeting, WebEx, or Others.
- Ability to rapidly learn and adapt to new technologies and online tools/platforms

Secretariat is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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