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 reports 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
• Or equivalent combination of education and experience above
• One or more years previous experience in an office management-related role
• Previous experience of office management
• Previous experience working in a small to mid-size global professional service company is preferred
• At least four years of experience in an administrative capacity
• One or more years of customer service experience is a plus
• Excellent organizational skills and attention to detail
• Must be flexible and adaptable to change as well as a team player who demonstrates integrity and professionalism

Technology skills

• Advanced Proficiency in Microsoft Office, specifically in Excel, Word, and 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

Salary range $65,000 - 80,000