Office Manager / Executive Assistant

Over the last 20 years, Ares’ success has been driven by our people and our culture. Today, our team is guided by our core values – Collaborative, Responsible, Entrepreneurial, Self-Aware, Trustworthy – and our purpose to be a catalyst for shared prosperity and a better future. Through our recruitment, career development and employee-focused programming, we are committed to fostering a welcoming and inclusive work environment where high-performance talent of diverse backgrounds, experiences, and perspectives can build careers within this exciting and growing industry.

Job Description

Ares Management, LLC is seeking an Office Manager/Executive Assistant with strong administrative and organizational skills to provide high-level support to multiple professionals in a fast-paced environment in our Miami office.

The role consists of answering calls, collecting receipts and processing expense reports, coordinating travel, heavy calendaring/scheduling across various time zones among other general support responsibilities. The role also includes Corporate Services and Reception support. The ideal candidate must be a self-starter and demonstrate excellent customer service and follow-up skills. Ares looks for people who are enthusiastic in growing their skills and taking on new responsibilities to provide high-level value-add support for the professionals they support, along with a willingness to pitch in and collaborate with other administrative team members, including sharing back-up coverage needs.

PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES

Office Manager and Corporate Services Duties

• Liaison with building, engineering and parking services to set-up access cards, monthly parking and submit work orders for immediate repair and maintenance support.

• Work in partnership with the Corporate Services Team to assess repair and maintenance matters throughout the office to determine if external vendor services are needed.

• Help coordinate supplemental cleaning and repair services, obtain pricing proposals and ensure vendor certificates of insurance are current and on file.

• Check and stock café beverages and snacks and ensure offices supplies in conference rooms, copy areas and gender-neutral restrooms and wellness rooms are replenished daily.

• Assist with inventory for all common-use items such as café, emergency and office supplies, as well as paper and toner for copy/print devices utilizing company approved supply vendors.

• Provide daily maintenance of all beverage and coffee equipment (Ice/Water, Keurig, Nespresso, etc.)

• Register visitors in the tenant portal and vendors at least (48) in advance following building protocols.

• Support teams in processing and tracking online incoming/outgoing FedEx/UPS shipments.

• Assist with catering, conference room set-up/clean-up and be able to reposition office furniture to accommodate large meetings.

• Provide initial review of vendor invoices in Coupa and code per Ares accounting standards.

• Collaborate with Central/South Regional Facilities Manager and local business leadership to assign seating for incoming new hires and manage relocation requests.

• Clear, clean and set-up offices/workstations for all new hires/relocation requests ensuring required equipment/supplies are in place.

• Coordinate with other support teams as needed, including Administrative, IT and Network Teams to deliver results.

• Assist with coordination of U.S. Corporate Services Programs at the local level.

• Receive, sort and distribute U.S. Mail to key stakeholders.

• Maintain a clean, organized and tidy workspace at all times.

• Other duties as assigned.

Executive Assistant

Meetings & Calendaring :

• Goal-level calendar management, reflecting professionals’ priorities and adapting as necessary, with excellent communication to involved parties and stakeholders (including senior firm management and their assistants)

• Extensive coordination and scheduling of internal and external meetings and conference calls, video conference meetings utilizing Outlook calendar and Zoom for senior professionals; includes arranging for catering, document distribution and ensuring conference room technology setup

• Partner closely with professionals supported to manage meeting changes and keep them on schedule throughout the day

• Schedule meetings and conference rooms as necessary using Ares protocols

• Coordinate set up and clean up conference rooms for catered meetings

Travel & Expenses:

• Coordinate all aspects of domestic and international travel (air, ground, and lodging); manage payment and maintain real-time tracking of meeting and itinerary changes

• Manage payment and maintain real-time tracking of meeting and itinerary changes – duplicate from line above

• Maintain current passports and necessary visas, as relevant

• Compose detailed itineraries for all travel and key meetings, print boarding passes and check-in professionals for their flights

• Track flights to ensure they are on time and not cancelled

• Be on call for necessary changes, including after hours

• Organize and create cash and AMEX expense reports using Ares’s expense system, Concur

QUALIFICATIONS

Education: Bachelor’s degree or equivalent work experience required

Experience Required:

• Minimum 3-5 years of experience as an Executive Assistant supporting a team of professionals in a fast-paced environment.

General Requirements:

• Effective prioritization of multiple professionals

• Travel coordination; domestic & international

• Technical proficiency: programs used include, MS Word, Excel, PowerPoint, Outlook, Zoom

• Participation in general administrative duties, ad-hoc projects

• Experience in managing multiple calendars, scheduling appointments, and screening incoming calls

• Background in financial services is a plus

Included for Your Consideration:

• Dependable, great attitude, highly motivated and a team player.

• Exceptional customer service skills and demonstrates enthusiasm and flexibility.

• Adept at managing multiple tasks in a fast-paced environment with the ability anticipate needs and think ahead.

• Outstanding interpersonal and communications skills and the ability to effectively interface with personnel at all levels.

• Demonstrates excellent business maturity, enthusiasm, organizational skills, and a positive attitude.

• Highly motivated work ethic, with the ability to recognize when a job needs to be done and the capability to do it completely, assuming responsibility for total quality and follow-up to completion.

• Handle day-to-day issues and office services duties independently, assuming responsibility without direct supervision.

• Ability to handle confidential information appropriately.

• Good judgment in terms of escalating issues vs. solving problems independently.

• Able to lift upwards of 50lbs+

Reporting Relationships

Compensation

The anticipated rate for this position is listed below. Total compensation may also include a discretionary performance-based bonus.

$80,000 - $100,000

The firm also offers robust Benefits offerings. Ares U.S. Core Benefits include Comprehensive Medical/Rx, Dental and Vision plans; 401(k) program with company match; Flexible Savings Accounts (FSA); Healthcare Savings Accounts (HSA) with company contribution; Basic and Voluntary Life Insurance; Long-Term Disability (LTD) and Short-Term Disability (STD) insurance; Employee Assistance Program (EAP), and Commuter Benefits plan for parking and transit.

Ares offers a number of additional benefits including access to a world-class medical advisory team, a mental health app that includes coaching, therapy and psychiatry, a mindfulness and wellbeing app, financial wellness benefit that includes access to a financial advisor, new parent leave, reproductive and adoption assistance, emergency backup care, matching gift program, education sponsorship program, and much more.

There is no set deadline to apply for this job opportunity. Applications will be accepted on an ongoing basis until the search is no longer active.