Executive Assistant / Operations Support Associate

Ankura is a team of excellence founded on innovation and growth.

This position supports Ankura Business Services, our internal firm services function

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.
  
  

Requirements

• Fluent in both English and Arabic is essential.
• Associates degree in a related discipline.
• Prior experience working in Saudia Arabia in a professional services environment is essential.
• Highly proficient in technology, especially Microsoft Office resources (e.g. Outlook, Calendar, SharePoint, Teams) and applications (e.g. Excel, PowerPoint, Word).
• Critical thinking skills and initiative to proactively address issues, identify and solve areas of business process improvement.
• Strong verbal and written communication skills with an attention to detail.
• Business acumen, an interest in learning more about the company and its clients, a desire to understanding how duties impact related groups, and motivation for self-development.
• Ability to work well under pressure and with minimal supervision.
• Well-developed and professional interpersonal skills, with an ability to interact effectively with people at varying levels of the company.
• Strong organisational and time management skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail and accuracy.
• Highly resourceful team-player, with the ability to be extremely effective working independently and with direction.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Effective communication skills, both verbal and written.
• Proven ability to establish, build and maintain relationships with peers, client service delivery professionals and leadership.
• Ability to handle confidential and sensitive information with appropriate discretion.
• Seeks to achieve challenging business goals and meet deadlines in a fast-paced environment with competing demands.
• Invoicing experience desirable.
  
  

Ankura is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability. Equal Employment Opportunity Posters, if you have a disability and believe you need a reasonable accommodation to search for a job opening, submit an online application, or participate in an interview/assessment, please email [email protected] or call toll-free +1.312-583-2122. This email and phone number are created exclusively to assist disabled job seekers whose disability prevents them from being able to apply online. Only messages left for this purpose will be returned. Messages left for other purposes, such as following up on an application or technical issues unrelated to a disability, will not receive a response.