Executive Assistant - Real Estate

About the Role

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 ideal candidate should have excellent oral and written communication skills, be highly motivated and professional, and be enthusiastic about growing their skills and taking on new responsibilities.

Responsibilities

• Meetings & Calendaring
  • Extensive coordination and scheduling of internal and external meetings, conference calls, and video conference meetings using Outlook and Zoom
  • Prioritize Outlook calendar items, inform professionals of meeting changes, and keep them on schedule
  • Schedule meetings and conference rooms following Ares protocol
  • Coordinate setup and cleanup of conference rooms for catered meetings, including document distribution
• Travel & Expenses
  • Coordinate all aspects of domestic and international travel (air, ground, and lodging), manage payments, and track itinerary changes in real time
  • Maintain current passports and necessary visas
  • Compose detailed travel itineraries, print boarding passes, and check in professionals for flights
  • Track flights to ensure they are on time and not canceled
  • Organize and create cash and AMEX expense reports using Ares’s expense system, Concur
• Daily & Ongoing Support
  • Answer phones, screen calls, and take messages as appropriate
  • Maintain documents, records, and 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 backup support to other administrative team members, including managing inbound calls, preparing documents, and coordinating meetings
  • Coordinate various mailings (USPS and FedEx) and assist other team members as needed
  • Handle miscellaneous projects and support, including event management which may require occasional travel
  • Serve as secondary support for Reception coverage during lunch hours and breaks on a rotating schedule

Requirements

• Bachelor’s degree or equivalent work experience
• 5–7 years of experience in an administrative role, preferably in financial services
• Proficiency with Microsoft Office suite (Outlook, Word, Excel, PowerPoint)

Skills

• Eager, can-do attitude with a willingness to learn and take on projects in a dynamic environment
• Excellent writing and communication skills
• Highly organized with strong time and priority management in a deadline-driven, fast-paced department
• Excellent problem-solving capabilities, ability to work independently with limited guidance, and exercise independent judgment
• Strong interpersonal skills and ability to multitask
• Strong phone etiquette
• Technology-savvy with a willingness to learn new systems quickly
• Highly responsive and able to work evenings and weekends when needed

Pay

The anticipated base salary range for this position is $80,000 – $100,000. Total compensation may also include a discretionary performance-based bonus.

Benefits

• Comprehensive Medical, Dental, and Vision plans
• 401(k) program with company match
• Flexible Savings Accounts (FSA) and 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
• Access to a world-class medical advisory team
• Mental health app including coaching, therapy, and psychiatry
• Mindfulness and wellbeing app
• Financial wellness benefit with access to a financial advisor
• New parent leave, reproductive and adoption assistance
• Emergency backup care
• Matching gift program
• Education sponsorship program