Executive Assistant

Job description

Over the last 20 years, Ares’ success has been driven by our people and our culture. Today, our team is guided by our core values – Collaborative, Responsible, Entrepreneurial, Self-Aware, Trustworthy – and our purpose to be a catalyst for shared prosperity and a better future. Through our recruitment, career development and employee-focused programming, we are committed to fostering a welcoming and inclusive work environment where high-performance talent of diverse backgrounds, experiences, and perspectives can build careers within this exciting and growing industry. Job Description Ares Management is seeking an experienced Executive Assistant (EA) with exceptional administrative, organizational, and client service skills to provide high-level professional support. This role requires the ability to manage a complex and highly dynamic calendar, coordinate detailed domestic and international travel, prepare and process expense reports, answer and screen calls, and handle a broad range of day-to-day administrative responsibilities to ensure seamless and efficient operations. Approximately 40% of the role will be dedicated to personal assistant responsibilities. The ideal candidate will be highly motivated, polished, and professional, with excellent written and verbal communication skills, sound business judgment, and the ability to think critically and proactively in a fast-paced environment. The individual must demonstrate the highest level of discretion, sound judgment, and confidentiality across all aspects of the role. Ares seeks individuals who are eager to grow their skills, take on increasing responsibility, and provide thoughtful, value-added support to the professionals they cover. The successful candidate will also be collaborative, service-oriented, and willing to partner with other administrative team members, including providing shared backup coverage as needed. Meetings and Calendaring 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; include arranging 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, board members 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 Communications Leverage Assist with communications 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. Includes arranging private aircraft travel and all associated logistical components. 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 Participate in and help drive EA Program projects and initiatives that benefit administrative team members across the firm Personal assistant duties and projects as needed Daily and Ongoing 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 Register professionals for conferences and networking events in a timely manner 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 Order and pick up breakfast or lunch for professionals, as requested Other duties as assigned 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: 7-10+ years of 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 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 to 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 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 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 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. There is no set deadline to apply for this job opportunity. Applications will be accepted on an ongoing basis until the search is no longer active.