Operations Assistant

Secretariatadvisorsllc; München; Vor Ort; EUR 25.000 - 34.000; Teilzeit

Zusammenfassung

Secretariat is seeking a part-time Office Manager to support our Munich office for 6 months, 20 hours per week. You will handle administrative and financial tasks, collaborate with MDs, and ensure smooth operations for a globally focused professional services team.

Responsibilities include invoicing, time reporting, vendor liaison, IT setup for new hires, event support, and front-desk duties. A degree and ERP experience are required, with MS Office proficiency and strong organizational skills.

Qualifikationen

• Bachelor’s or associate degree in a relevant field.
• At least one year’s previous experience in an office management related role.
• Previous experience working in a small to mid-size global professional service company is preferred.
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint) and ERP systems such as Workday.

Aufgaben

• Prepare invoices and timesheets for MDs and add reports as needed.
• Coordinate with corporate Accounting to ensure accuracy and timeliness.
• Liaise with local team for timely time reporting and MD expense recording.
• Assist with contracts, vendor relations, IT setup for new starters, and office access.

Kenntnisse

Attention to detail

Organization

Team player

Adaptable

Integrity

Ausbildung

Associate or bachelor’s degree in a relevant field

Tools

MS Excel

MS Word

MS PowerPoint

Workday ERP

Jobbeschreibung

Chart Your Journey at Secretariat

From a collaborative culture to teammates who will always be by your side, find a career that will grow with you. Deliver your impact at Secretariat.

ABOUT THE FIRM

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.

This will be a part-time position (20 hours) for 6 months initially and will support our Munich office.

RESPONSIBILITIES

Administrative and Financial

• 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
• Work with local team members to ensure all time reporting is completed on time
• Preparing MD expense reports and recording time as needed

Operations

• Manages contracts and relationships with office vendors and service providers and liaison with building management
• 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
• Organizes internal meetings and appointments for the office.
• Client lunch / dinner arrangements / reservations
• Implements and maintains procedures/administrative processes
• Ordering office supplies
• Answering company’s mainline phone and directing calls respectively.
• Welcome visitors and clients to the office and assist with building access and parking as needed.
• Ensure office compliance with health, safety & security protocols.
• Responsible for office kitchens and upkeep.
• Other duties as necessary.

Requirements

• Associate or bachelor’s degree in a relevant field
• At least one year’s previous experience in an office management related role
• Previous experience working in a small to mid-size 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 billing and using an ERP system ( ideally Workday)
• Previous experience of office management
• Advanced Proficiency in Microsoft Office, specifically in MS Excel, MS Word, and MS PowerPoint
• Ability to rapidly learn and adapt to new technologies and online tools/platforms

A rewarding career above all

There are a lot of fine consulting firms out there. But when everything is on the line, it takes a unique combination of skill and savvy to succeed under pressure.

Our culture and people are driven by passion, pride, and performance. Passion for the clients we serve, the work we deliver, and the communities we live in. Pride in our cohesive team recognized for excellence and trusted to perform in the most challenging situations. And our track record of outstanding performance across all of our disciplines speaks for itself.

Our people are motivated to be the best in everything they do – from our approach to making the complex simple to the way we mentor our up-and-coming talent to become trusted experts early in their careers.

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