Operations Assistant

Secretariat Intl; München; On-site; EUR 22,000 - 33,000; Part time

Job summary

Secretariat invites applications for a part-time administrative role supporting our Munich office. You will handle invoicing for projects, coordinate with accounting, and manage time reporting and expense records.

The role also covers vendor relations, event support, and general office administration to ensure smooth operations. The ideal candidate has a degree in a relevant field, at least one year in office management, and proficiency in MS Office and Workday.

Qualifications

• Associate or bachelor’s degree in a relevant field.
• At least one year’s experience in an office management related role.
• Experience in a small to mid-size global professional service company is preferred.
• Excellent organizational skills and attention to detail.
• Adaptable, flexible, and a professional team player.
• Experience with billing and ERP systems (ideally Workday).
• Advanced proficiency in MS Office (Excel, Word, PowerPoint).
• Ability to learn new technologies quickly.

Responsibilities

• Work with MDs to create timely and accurate invoices for relevant projects, including reports and timesheets.
• Coordinate with corporate Accounting to ensure timely and accurate reporting.
• Ensure all time reporting is completed on time with local team members.
• Prepare MD expense reports and record time as needed.
• Manage contracts and relationships with office vendors and liaise with building management.
• Prepare proposals, reports, presentations, and letters for MDs; assist with data entry and filing systems.
• Set up laptops and softphones for new starters, including workstation and building access.
• Assist with internal events and support marketing at external events.
• Organize internal meetings and appointments for the office.
• Arrange client lunches/dinners and reservations.
• Implement and maintain administrative processes.
• Order office supplies.
• Answer and direct calls on the mainline phone.
• Welcome visitors and manage building access and parking.
• Ensure health, safety, and security compliance in the office.
• Oversee office kitchens and upkeep.
• Perform other duties as necessary.

Skills

Office administration

MS Excel

Communication skills

Team player

Education

Associate or bachelor’s degree in a relevant field

Tools

Workday

Job description

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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