Operations Associate (Executive Administrator)

Ankura•Chicago, IL

37d•$65,000 - $80,000•Onsite

About The Position

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.

Requirements

Associates degree in a related discipline. Bachelor's degree in Business related field preferred.
3+ years of experience related to facilities/office management.
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
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.

Nice To Haves

Prior experience in a professional services environment is highly desirable.
Having experience with Workday, Salesforce and similar tools is preferred.

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