Executive Assistant

Primary Functions And Essential 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
• Cook up and clean up for catered meetings in conference rooms

Communications

• Leverage 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

Travel and Expenses

• 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

Project Work

• Miscellaneous projects as needed, including financial analyses, coordination with third party service providers, and event management
• After-hours and weekend accessibility and responsiveness

Collaboration

• 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

Qualifications

• Education: Bachelor’s degree
• Experience Required: 5+ years as an Executive Assistant level experience supporting C-suite level executive(s)
• Financial services experience
• General Requirements: 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
• Able 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
• Hightly 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
• Able to maintain professional demeanor in all situations

Reporting Relationships

• Administrative Manager

Compensation

• The anticipated rate for this position is listed below. Total compensation may also include a discretionary performance-based bonus.
• $80,000-$100,000 / annum
• 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.