Office Manager / Executive Assistant

Executive Assistant

Ares Management is seeking an Executive Assistant with strong administrative support and organizational skills to provide high level professional support to professionals in a fast-paced environment in our New York office. The role supports professionals by managing heavy calendars, coordinating travel, handling expense reports, and answering calls, among other general support responsibilities to ensure efficient and smooth day-to-day operations. The ideal candidate should have excellent oral and written communication skills and be highly motivated and professional. Ares looks for people who are enthusiastic to grow their skills and take on new responsibilities to provide high-level value-add support for the professionals they cover, along with a willingness to pitch in and collaborate with other administrative team members, including sharing backup coverage needs.

Primary Functions and Essential Responsibilities

Meetings & Calendaring

• Extensive coordination and scheduling of internal and external meetings, conference calls, and video conference meetings, utilizing Outlook and Zoom on behalf of supported professionals; includes arranging for any catering and document distribution
• Prioritize Outlook calendar items on behalf of professionals, informing them of meeting changes and keeping them on schedule throughout the day
• Schedule meetings and conference rooms as necessary using Ares protocol
• 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
• Maintain current passports and necessary visas
• Compose detailed itineraries for 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
• Organize and create cash and AMEX expense reports using Ares's expense system, Concur

Daily & On-going

• Answer phones, screen calls, and take messages as appropriate
• Maintain documents, records, reports in a discreet and confidential manner
• Perform professional information searches as needed
• Register professionals for conferences and networking events in a timely manner
• RSVP to events on behalf of professionals
• Provide back-up support to other administrative team members in Phone Group when they are at lunch, out sick or on vacation; this includes all administrative tasks for each of their primary professionals, including managing inbound calls, preparing documents, coordinating meetings, etc.
• Coordinate various mailings (USPS and FedEx) and assist other administrative team members in the process when necessary
• Miscellaneous projects and support leverage for professionals as needed, including event management which may require occasional travel
• Serve as secondary support as part of a rotating schedule for Reception coverage during lunch hour and breaks, when and where needed.

Qualifications

Education: Bachelor's degree or equivalent work experience required

Experience Required:

• 5 - 7 years of experience in an administrative role, preferably in financial services
• Proficiency with Microsoft Office suite – particularly Outlook, Word, Excel, PPT

General Requirements:

• Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment
• Excellent writing and communication skills are required
• Must be very organized
• Ability to manage time and priorities well in a deadline-driven, fast paced department
• Excellent problem-solving capabilities, with timely resolution, demonstrating an ability to work independently with limited guidance and exercise independent judgment, including knowing when to elevate concerns or issues.
• Strong interpersonal skills and ability to multitask
• Strong phone etiquette
• Technology savvy and willing to learn new systems in a short period of time
• Highly responsive and able work on evenings and weekends when needed to support business needs

Compensation

$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.