Apply on Employer Site

Ares Management · 20 hours ago

Executive Assistant

New York, NY

Full-time

Onsite

Mid, Senior Level

$80K/yr - $100K/yr

5+ years exp

Ares Management is a leading firm driven by its core values and commitment to fostering an inclusive work environment. They are seeking an Executive Assistant to provide high-level administrative support, manage calendars, coordinate travel, and ensure smooth daily operations for professionals in their New York office.

Asset ManagementBusiness DevelopmentCreditFinanceFinancial ServicesInsurance

Growth Opportunities

Responsibilities

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

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

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

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

Qualification

Calendar managementTravel coordinationMicrosoft OfficePhone etiquetteTechnology savvyCommunication skillsOrganizational skillsProblem-solvingInterpersonal skillsTime management

Required

Bachelor's degree or equivalent work 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

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