Senior Associate, Operations
2 weeks ago
Ankura is a team of excellence founded on innovation and growth.
This position supports Ankura Business Services which is our internal services function.
Ankura opened their first office in Saudi Arabia in 2023 and is seeking an Operations Senior Associate to join our Riyadh office. The individual will provide 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 mínimal supervision. The role will be broad and span multiple functional areas, in service of Ankura’s Growing team in the Middle East.
You will be part of the global Operations & Workplace Services team which is part of our corporate function Ankura Business Services. The role reports into the OWS Director for EMEA APAC and will work closely with the OWS team in our Dubai office as well as OWS colleagues based in our other international offices.
**Responsibilities**:
- Create an environment of service for Ankura employees, anticipate needs and provide support to allow senior professionals to be more efficient and effective.-
- Coordinate between HR/ Finance / Legal on matters relating to new joiners, supplier contracts, invoicing, and immigration.- The role will support Ankura Legal Department colleagues in the London office. The individual filling this position will play an important support and liaison role helping ensure Ankura’s compliance with prevailing laws and regulations and engaging local authorities with respect to compliance matters (~10% of role). Specific responsibilities will include:
- Supporting routine filings with relevant authorities as needed as directed by Ankura’s ABS teams.- Engaging relevant authorities as needed on Ankura’s behalf and as directed by Ankura’s ABS teams.- Managing sealing of documents by third-party advisors, when approved through Ankura internal processes, and manage filing of documents as required.- Managing rental of registered offices and liaising with landlords as directed by Ankura’s ABS teams.- 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 prioritising 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.- Meet and greet clients and visitors to the Riyadh office.
**Requirements**:
- Fluent in both English and Arabic is essential.- Degree in a related discipline.- Operated in a similar role providing office management and operational support.- Experience of working in Saudia Arabia in an internationally oriented professional services, multinational company, co-ordinating across different time zones.-
- Project Management experience is highly desirable.- Experience of Processing AP invoices and expense submission, updating bank documents, obtain IBAN letters, collect guarantees.- Experience of managing government immigration portals.- Critical thinking skills and initiative to proactively addres
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