Operations Assistant

Job Description:

THE COMPANY

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 Toronto office and r eports to the Senior Operations Manager and a Managing Director. 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

• Assist with internal events including office social events and supports marketing on external events
• Work with local team members to ensure all time reporting is completed on time
• Work with MDs to create timely and accurate invoices for relevant projects – including creating additional reports and timesheets
• Send invoices to clients in a timely manner and follow up on unpaid invoices
• Work with corporate Accounting to ensure the above is timely and accurate
• Working closely with Directors of Operations and Talent Acquisition to support recruitment efforts at the campus level

Administrative

• Organizes internal meetings and appointments for the office.

• Client lunch / dinner arrangements / reservations

• Implements and maintains procedures/administrative processes.

• Ordering office supplies for Toronto office.
• Preparing MD expense reports and recording time as needed
• Answering company’s mainline phone and directing calls respectively.
• 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.
• Ability to problem solve independently and manage competing priorities & multiple projects.
• Coordination with the HR department for new and exiting employees .
• Liaising with corporate Accounting as necessary.
• Responsible for office kitchens and upkeep.
• 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
• 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
• Must be adaptable and flexible to change as well as a team player who demonstrates integrity and professionalism
• Previous experience of office management
• One or more years of customer service experience is a plus
• At least four years of experience in an administrative capacity

Technology skills

• Advanced Proficiency in Microsoft Office, specifically in 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.