Operations Associate (Executive Administrator)

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

Operations and Workplace Services Overview :

The Operations & Workplace Services (OWS) Team provides operations business services and workplace services to senior professionals and employees supporting the daily management of the business and local office. Working within a global team OWS team creates a sense of community while driving operational excellence providing office support administering processes and systems supporting projects and assisting in the overall efforts to ensure efficient service delivery for the firm and its clients.

Role Overview :

The Operations Associate role is an exempt position based in Chicago IL. This role will create an environment of service for Ankura employees anticipate needs and provide support to allow senior professionals to be more efficient and effective. The selected candidate will have responsibilities for facilities management and will provide support for Ankura Senior Managing Directors. This role will require being in the office 5 days a week.

Responsibilities :

Draft and edit presentations business correspondence and Expert (Technical) Reports ensuring grammar spelling punctuation and formatting (e.g. footnote protocols) are accurate and engaging.

Conduct information and internet research as needed.

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

Coordinate catering orders for in-house client and staff meetings.

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

Assist with new employee onboarding and offboarding including office seating assignments and controlling security access cards.

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 and binding.

Responsible for all mailroom operations including shipping receiving and delivery of all packages and mail to include USPS Fed Ex DHL etc.

Place supply orders and manage inventory as required. Restock / clean workrooms and copiers on all floors as needed. Restock kitchens daily with beverages snacks and pantry supplies.

Logging and reporting all maintenance / technical faults to building management or engineers.

Assist with office moves furniture moves deliveries and collections.

Ensure Health and Safety management and the provisions of a safe working environment. Serve as point of contact for security after hours and property emergencies.

Partner with other departments to improve business operations

Requirements :

Associates degree in a related discipline. Bachelors degree in Business related field preferred.

3 years of experience related to facilities / office management. Prior experience in a professional services environment is highly desirable.

Highly proficient in technology especially Microsoft Office resources (e.g. Outlook Calendar SharePoint Teams) and applications (e.g. Excel PowerPoint Word).

Having experience with Workday Salesforce and similar tools is preferred.

Critical thinking skills and initiative to proactively address issues identify and solve areas of business process improvement

Professional presence

Strong verbal and written communication skills with strong attention to detail

Business acumen an interest in learning more about the company and its clients a desire to understand 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 organizational and time management skills that reflect ability to perform and prioritize 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.

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For individuals assigned and / or hired to work in California Colorado New York or other states with relevant pay transparency laws Ankura is required to include a reasonable estimate of the compensation range for this role. This compensation range is specific to the said markets and considers a broad range of factors including but not limited to skill sets experience and training licensure and certifications and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. The range does not include additional benefits outside of salary. At Ankura it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each role. A reasonable estimate of the current base pay range is between $65000 to $80000; this range is not a promise of a particular wage.

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 or call toll-free 1.. 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.

Required Experience :

IC

Key Skills

Business,Information Management,Accounting,Corporate Risk Management,Faculty,Jms

Employment Type : Full-Time

Experience : years

Vacancy : 1