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Ares Management · 1 day ago

Executive Assistant

New York, NY

Full-time

Onsite

Senior Level, Lead/Staff

$80K/yr - $100K/yr

10+ years exp

Ares Management is a leading firm focused on alternative credit, and they are seeking an experienced Executive Assistant to provide high-level professional support to executives. The role involves managing calendars, coordinating travel, and handling communications to ensure smooth day-to-day operations.

Asset ManagementBusiness DevelopmentCreditFinanceFinancial ServicesInsurance

Growth Opportunities

Responsibilities

Goal-level calendar management, reflecting executive’s and department’s priorities and adapting as necessary, with excellent and proactive communication to involved parties

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

Prioritize Outlook calendar items and informing the supported professional of meeting changes to keep them on schedule throughout the day

Manage communications between senior management, investors, and their assistants, coordinate conference calls, in-person meetings and distribution of relevant information

Source and print meeting or call-related documents in a timely manner prior to meeting commencement for respective participants

Schedule meetings and conference rooms as necessary using Ares protocol

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

Assist with communications and email management for the executive supported, including drafting responses for approval and communicating with internal and external professionals as necessary

Act as a gate for inbound requests from internal and external investment professionals and have the ability to make judgments regarding criticality and compiling/presenting follow-ups and action items for decision-making

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

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

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

Heavy collaboration with other assistants in the department arranging travel and meetings

Maintain all relevant traveler profile information including passports, visas, and other documentation requirements

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

Miscellaneous projects as needed, including financial analyses, coordination with third party service providers, and event management

After-hours and weekend accessibility and responsiveness

Participate in and help drive EA Program projects and initiatives that benefit administrative team members across the firm

Answer phones, screen calls, and take messages as appropriate

Maintain documents, records, reports in a discreet and confidential manner

Perform professional information searches and professional biography searches as needed

RSVP to client events on behalf of professionals

Coordinate various mailings (USPS and FedEx) and assist other assistants in the process when necessary

Print/bind decks and presentations when needed

Provide back-up support to other senior executives when needed - this includes all administrative tasks, including managing inbound calls, preparing documents, coordinating meetings etc

Partner with other assistants to develop systems and problem solve when needed

Qualification

Executive Assistant experienceFinancial services experienceMicrosoft Office proficiencyCalendar managementTravel coordinationClient service orientationCommunicationProblem-solving skillsInterpersonal skillsDetail-oriented

Required

Bachelor's degree

10-15+ years as an Executive Assistant level experience supporting C-suite level executive(s)

Financial services experience

Professional presence and excellent interpersonal skills; strong phone etiquette

Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment

Ability to manage time and priorities well in a deadline-driven, fast paced department

Flexible and able to multi-task and respond quickly to changing priorities

Highly responsive and able work on evenings and weekends as needed

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

Able to anticipate problems and develop appropriate solutions while considering multiple viewpoints

Excellent, error-free written and verbal communication skills

Extremely detail oriented and highly organized

Proficient in Microsoft Office (Outlook, PowerPoint, Excel, Word)

Strong client service orientation

Ability to maintain professional demeanor in all situations