Administrative/operations Assistant - Chicago, United States - Secretariat LLC

Secretariat LLC

Verified Company

Chicago, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

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.

The position may involve non-essential duties and responsibilities, which may vary depending on the needs of the organization. This position will support our New York 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 midsize 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

Salary range $65, ,000

Pay:
$45, $70,295.94 per year

Benefits: