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Ares Management · 2 days ago

Executive Assistant

New York, NY

Full-time

Onsite

Senior Level

$80K/yr - $100K/yr

5+ years exp

Ares Management is a leading investment firm that emphasizes collaboration and responsibility in its culture. They are seeking an Executive Assistant to provide direct support to the Ivy Hill Asset Management team, managing calendars, coordinating travel, and handling expense reports to ensure smooth operations.

Asset ManagementBusiness DevelopmentCreditFinanceFinancial ServicesInsurance

Growth Opportunities

Responsibilities

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 set-up

Prioritize Outlook calendar items and inform 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

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

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

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

Track flights for changes/delays/cancellations

Manage copy/print jobs that entail high volume output, binding, and distribution to relevant recipients

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

Provide back-up support to other Executive Assistants; this includes all administrative tasks, including managing inbound calls, preparing documents, coordinating meetings, etc

Track and update weekly pipeline (Deal Cloud)

Assist on NDA processes

Special projects as assigned

Qualification

Calendar managementTravel coordinationExpense reportingMicrosoft OfficeClient service orientationCommunication skillsInterpersonal skillsDetail orientedTime management