Executive Assistant
3 months ago
Ankura is a team of excellence founded on innovation and growth.
This position supports Ankura Business Services which is our internal services function.
The Executive Assistant/Operations Support Associate is part of the Global Operations and Workplace Services support function and creates a sense of community and operational excellence. The Executive Assistant/Operations Support Associate is a key role and provides daily office/facilities management and support of the Melbourne office, including administering processes and systems, supporting with projects, assists with onsite IT support, and assists to ensure efficient service delivery for the firm and its clients.
**Responsibilities**:
- Create an efficient environment for Ankura employees, anticipate needs and provide support to allow senior professionals to be more efficient and effective.-
- Draft and editing presentations and business correspondence, ensure grammar, spelling, and formatting are accurate and engaging.- Effective and proactive calendar management including scheduling and prioritising appointments, ensure meetings, deadlines, presentations, and other duties are completed efficiently by senior professionals.- the trusted 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.- Place supply orders, manage inventory and budget tracking.- 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.- Assist the team with client marketing events.- Maintain contacts and distribution lists, as needed.- Facilitate engagement intake and contract administration processes.- Partner with other departments to improve business operations.- Support the Finance team by assisting and overseeing billing requirements and liaising with the PMs and Finance team.- Assist with onsite IT tasks and ad hoc duties when required.
**Requirements**:
You have a hands-on background providing operational support, either in the capacity of an Executive Assistant or Office Manager supporting senior leadership. You are tech savvy with strong skills in both Google and MS Office suites. You have exceptional relationship and communication skills with a high level of discretion and sensitivity when dealing with confidential matters. You hold strong business acumen with the ability to make sound judgement and quick decisions.
You are collaborative and enjoy working in a fast paced, high growth and innovative environment. You’re a natural problem solver and want to join a firm that values the kind of people who think innovatively with a personable approach. Most importantly, you act with integrity and show care for the people you work with.- Experience as an Executive Assistant in legal, professional, or financial services environment supporting multiple business groups.-
- Experience of Processing AP invoices and expense submission would be highly beneficial.- Critical thinking skills and initiative to proactively address issues, identify and solve areas of business process improvement.- Professional presence.- Highly professional working style with the ability to work in a fast-paced environment while maintaining composure.- Well-developed and professional interpersonal skills, with an ability to interact effectively with people at varying levels of the company, both in writing and verbally- 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.- Demonstrated proactive approaches to problem-solving with strong decision-making capability.- 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.
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