Operations Assistant

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 ( 16 - 20 hours) for 6 months initially and will support our Munich office.

RESPONSIBILITIES

• Organization and Management Support

  · Professional support for the executive team and senior management in day-to-day operations

  · Appointment and calendar management

  · Travel planning and organization, including travel expense reporting

  · Managing correspondence and incoming mail

  · Organizing and coordinating internal and external meetings

  Office Management and Administration

  · Ensuring efficient office operations and organizational processes

  · Coordinating service providers, contracts and administrative matters

  · Managing documents, schedules and internal presentations

  · Preparing offices and meeting rooms and welcoming visitors

  Invoicing and Receivables Management

  · Preparing monthly invoices, including an initial plausibility check

  · Finalizing and sending approved invoices

  · Monitoring outstanding receivables and supporting the payment reminder process

  Project and Business Support

  · Independently managing and coordinating administrative and operational projects

  · Supporting internal matters and cross-functional initiatives

  · Creating and preparing presentations, analyses and decision-making materials

  · Supporting the preparation of project proposals and client materials

  Events and Communications

  · Planning, organizing and supporting workshops and events

  · Coordinating internal events and team events

  · Acting as the central point of contact between management, teams and external contacts

  Operational Business Support

  · Providing support in areas such as business development, sales, marketing, customer success and HR

  · Conducting research and preparing relevant information

  · Supporting recruitment processes and applicant management

  · Taking on additional responsibilities and special projects in line with current business priorities

Requirements

  Excellent written and spoken German  (B2 minimum) and very good English ( B1 minimum)

· Professional Qualifications

· Successfully completed commercial or administrative vocational training, for example as an office management assistant, office communications specialist or foreign-language correspondence specialist, or a comparable qualification, such as in tourism

· Professional experience in an executive assistance, office management, hospitality or project environment

· Proficiency in Microsoft Office, particularly Outlook, Word, PowerPoint, Excel and Teams

· Experience with SAP or Workday is an advantage

· Excellent written and spoken German and good to very good English

· Experience in a consulting, professional services or international corporate environment is an advantage, but not essential

Your competencies

· Personal Skills

· Strong organizational skills and a high sense of responsibility

· Independent, structured and solution-oriented approach to work

· Strong service orientation and a hands-on mentality

· Discretion, reliability and trustworthiness

· Excellent communication skills and a confident manner at all levels of the organization

· Ability to coordinate multiple topics simultaneously and set priorities

· Team spirit, initiative and a positive attitude

· Flexibility and enthusiasm for a dynamic working environment with changing requirements; ability to follow up on matters independently and bring them to a reliable conclusion

What We Offer

· Close collaboration with the executive team and senior management

· A high degree of autonomy and scope to shape your role

· Varied responsibilities with insight into numerous areas of the business

· The opportunity to work in a dynamic, growth-oriented environment

· Training and development opportunities

· Modern work equipment and a digital working environment

· A collegial, appreciative and professional team environment

· The option to work from home on a regular basis