Operations Assistant

Full job description

Job Description:

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.

An exciting opportunity within a global fast-growing business supporting the Operations Manager for the London and Birmingham teams. This role is office-based and in an excellent location in Bishopsgate, City of London. This role requires someone with previous office experience, who is proactive and happy to be flexible and to assist in all areas of office management.

Roles & responsibilities

Booking meeting rooms & private offices

Creating QR codes for external guests

Answering the main switchboard phone.

Meet & greet guests / interview candidates – preparing meeting rooms and refreshments accordingly

Ordering lunches upon request [ad hoc]

Restocking kitchen consumables / fridges [daily]

Unboxing and sorting deliveries [weekly]

Make stationery and consumables orders – budgeting for all office expenses accordingly [weekly]

Booking couriers and overseas shipments – researching new suppliers

Coordinating with logistics, post room consolidation teams when necessary

Reporting any office facilities issues for London and Birmingham that are flagged up to the landlord or M&E team

Assisting the Operations Manager with internal, CSR and fundraising events, including the Christmas party

Making table reservations for client lunches and dinners, diarising for the UK Managing Directors and Directors.

IT trouble shooting and signposting team members to IT helpdesk where necessary.

Liaising with US IT teams to ensure new or replacement laptops are set up in the absence of the Operations Manager.

Submitting MD expense claims in a timely manner

Assisting the Operations Manager with the reconciliation of the corporate card expenses, uploading Amazon receipts and coding these accordingly.

Circulating the office attendance spreadsheet for Quantum team

Assisting internal teams with updating their resourcing project and capacity spreadsheet

First aider and fire warden

Requirements and experience for the role

At least 4 years working within an office environment

At least 2 years working as an EA/PA or within an Operations or Facilities role

IT technical knowledge

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

Advanced Proficiency in Microsoft Office, specifically in MS Excel, MS Word, and MS PowerPoint

Bachelor’s degree in a relevant field desirable

One or more years of customer service experience is a plus

Secretariat is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.