Executive Assistant / Operations Support Associate Ankura

The Operations Associate provides operations and business services to multiple partners and employees supporting the daily management of the business and local office. Working within a global team, the role and function creates a sense of community and operational excellence, provides office support, administers processes and systems, supports projects, and assists in the overall efforts to ensure efficient service delivery for the firm and its clients. The role requires a confident self-starter who can work independently with minimal supervision.

Responsibilities

• Create an environment of service for Ankura employees, anticipate needs and provide support to allow senior professionals to be more efficient and effective.

• Effectively use technology applications and resources to support the client service delivery and related activities of the company s personnel, including firm-wide and practice-specific tools, processes, and databases (e.g. Workday, Intapp, Salesforce).

• Draft and edit presentations and business correspondence, ensure grammar, spelling, and formatting are accurate and engaging, including assisting with translations for official documents (e.g. client invoices).

• Perform effective and proactive calendar management including scheduling and prioritizing appointments, ensure meetings, deadlines, presentations, and other duties are completed efficiently by senior professionals.

• Position oneself as a knowledge resource and support the integration of new employees and training of others.

• Maintain, retrieve, and secure working documentation as requested on appropriate file repositories, in accordance with current records management policy, procedures and best practices.

• Assist with weekly time and expense reports in accordance with policies and client requirements; resolve auditor inquiries as needed.

• Support production requests including, copying, printing, faxing, binding, and shipping.

• Conduct information and internet research, as needed.

• Place supply orders and manage inventory, as required.

• Coordinate domestic and international travel arrangements, including passports and visas, maintain travel profiles, respond to last minute itinerary changes (i.e. flights, car, hotel), map or provide directions, and coordinate associated communications with project teams.

• Maintain contacts and distribution lists, as needed.

• Facilitate engagement intake and contract administration processes.

• Partner with other departments to improve business operations.

• On an interim basis, support the Finance team by assisting and overseeing billing requirements for Saudi Arabia invoices in addition to liaising with the PMs and Finance team as required.

• Coordination of external contractors of any facilities maintenance suppliers/contractors and liaising with building management to ensure health and safety issues are addressed and updated.