Operations Assistant

Job Description:

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.

We are seeking an experienced Administrative and Operations Assistant for our Chicago office.

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 r eports to the Senior Operations Manager and a Managing Director (MD).

This position will provide in-office coverage Monday - Friday.

RESPONSIBILITIES

Operations


* Manage contracts and relationships with office vendors and service providers and liaise with building management


* Type, compile, and prepare proposal, reports, presentations, and letters for MDs and assist with projects such as data entry, database management and filing systems


* Liaise 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 support 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, timesheets, and expense reports


* Work with corporate Accounting to ensure the above is timely and accurate


* Work closely with Directors of Operations and Talent Acquisition to support recruitment efforts


* Liaise with Director of Operations and other operations groups such as Marketing and Human Resources

Administrative


* Organize internal meetings and appointments for the office


* Client lunch / dinner arrangements / reservations


* Implement and maintain procedures/administrative processes


* Order office supplies for relevant US office


* Prepare MD expense reports and record time as needed


* Answer company's mainline phone and direct calls respectively


* Welcome visitors and clients to the office and assist 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


* Coordinate with Human Resources for new and exiting employees


* Liaise 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
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