Operations, Administrative 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.

The position may involve non-essential duties and responsibilities, which may vary depending on the needs of the organization. This position will support our Washington D.C. office and Operations Manager. 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
• Assists with internal events including office social events and supports Marketing on external events
• Works with MDs to create timely and accurate invoices for relevant projects
• Works with corporate Accounting to ensure the above is timely and accurate
• Works closely with Directors of Operations and Talent Acquisition to support recruitment efforts

Administrative

• Provide operational support to professional services team
• Organize internal meetings and appointments for the office.
• Make client lunch / dinner arrangements / reservations
• Implement and maintains procedures/administrative processes.
• Orders office supplies for relevant US office.
• Prepare MD expense reports and recording time as needed
• Answer company's mainline phone and directing calls respectively
• Plan and arrange travel reservations
• 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.
• Coordinate with the HR department for new and existing employees .
• Liaising with corporate Accounting as necessary.
• Responsible for office kitchens and upkeep
• Prepare packages and mailings
• 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
• Four (4) or more years of experience in an administrative capacity
• 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
• Ability to problem solve independently and manage competing priorities & multiple projects in a high-paced environment
• Must be adaptable and flexible to change as well as a team player who demonstrates integrity and professionalism
• One (1) or more years of customer service experience is a plus

Technology skills

• Advanced Proficiency in Microsoft Office, specifically in Outlook, 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.