Operations Assistant

Secretariat•New York, NY

11h•Onsite

About The Position

Secretariat professionals are trusted in the highest-stakes legal, risk, and regulatory matters around the world. When you join Secretariat, you become part of a rapidly growing elite team of bright minds and passionate problem-solvers. Your skills and expertise will be utilized on day one – working with the world’s most renowned law firms, leading corporations, and influential institutions to answer complex questions that shape critical financial, economic, and strategic business decisions. Our globally integrated teams are united by the ambition, energy, and commitment they bring to every challenge. We inspire and empower an open, collaborative culture that embraces ongoing professional development, recognition, diversity, and – most importantly – you. Make your impact at Secretariat. We seek an Operations Assistant to support the executives in our New York City 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 New York City office and reports to the Office/Operations Manager. This is a full-time role.

Requirements

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 Executive Assistant or Support related role
Or equivalent combination of education and experience above
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 support
Must be authorized to work in US without need for sponsorship in the future
Must be willing to come into office 5x per week
Advanced Proficiency in Microsoft Office, specifically in MS Excel, MS Word, and MS PowerPoint and DocuSign
Proficient in use of online conference tools such as Zoom, Microsoft Teams, WebEx, or Others.
Ability to rapidly learn and adapt to new technologies and online tools/platforms

Nice To Haves

Previous experience working in a small to mid-size global professional service company is preferred.
One or more years of customer service experience is a plus
Workday experience preferred

Responsibilities

Organizes internal meetings and appointments for the office.
Support for Chief People Officer and other Managing Directors as needed
Travel accommodations and calendar keeping.
Timekeeping, weekly expense reporting, and other ad hoc duties.
Work with local Operations team to manage Executive signature process for legal documents.
Assistance with managing relevant office vendors and service providers.
Implements and maintains procedures/administrative processes.
Ordering office supplies for relevant US offices.
Monthly expense reconciliation for corporate credit card.
Answering the company’s mainline phone and directing calls respectively.
Set up and manage meetings with clients and vendors to support Executives and Managing Directors.
Welcome visitors and clients to the office and assist with building access and parking validation as needed.
Plans and coordinates office/teambuilding events.
Assists as needed with corporate recruiting events.
Assistance as needed with all company or companywide events.
Ensure office compliance with health, safety & security protocols.
Ability to solve problems independently and manage competing priorities & multiple projects.
Coordination with the HR department for new employees.
Provide in-office coverage Monday - Friday to cover (9:00am – 5:00pm).
Other duties as necessary.