Executive Assistant

Description:

Job Description

Specific responsibilities include, but are not limited to:

Meeting management

• Extensive coordination and scheduling of internal / external meetings and conference calls, video conference meetings for the team both internally / externally with clients and Ares global offices.
• Liaising with other Executive Administrators globally when necessary.
• Coordination of complex international travel arrangements including flight / hotel bookings, trains, and ground transportation; arranging Visa’s where necessary and creating detailed travel itineraries.
• Some editing of PowerPoint documents and general correspondence (internal and external)
• Creating meeting agendas
• Printing and binding marketing presentations.

Event Planning

• Partnering with the team and other Executive Assistants to organise events, including social investor events (e.g. dinner, cocktail events) and the firm’s marketing presence at conferences.
• Managing and reporting on the budget allocated for each event and arranging payment of all invoices.
• Coordination of the invitations (tracking attendance).
• Running the event on the day/evening where necessary, and managing the third-party providers before, during and after the event.

General Administration

• Timely collection and processing of team expenses for both cash and American Express using the company expense system.
• Supporting the other Executive Assistant where necessary.
• Screen calls and take messages as appropriate with sensitivity to professionals’ key contacts versus superfluous call.
• Remain aware of professionals’ whereabouts and their upcoming meetings/calls, providing reminders when necessary to keep them on track, on time, and prepared; dial in to conference calls and print documents associated with the meeting ahead of time prior to meetings.
• Assist with special projects as requested by the team.
• Cover Front office jointly with the Office Manager
• Arrange Catering for in house meetings.
• Ensure office Kitchen is fully stocked.

Education:

• Bachelor’s Degree required

Experience:

• Minimum of 5 years of experience as an Executive Assistant / Administrative Assistant supporting a team of senior professionals in a professional, fast-paced environment
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, OneNote, Teams)
• Experience preparing agendas, calendars, and travel management (domestic and international)
• Experience in financial industry preferred.
• Experience working in a team environment with multiple Executive Assistants to support and cover business needs preferred

General Requirements:

• Dependable, great attitude, highly motivated and a team player
• Strong attention to detail and highly organized
• Adept at managing multiple tasks in a fast-paced environment for multiple professionals with the ability think ahead.
• Exceptional client service skills and demonstrates enthusiasm and flexibility.
• Outstanding interpersonal and communications skills and the ability to effectively interface with professionals at all levels.
• Demonstrates excellent organizational skills, business maturity, enthusiasm, and a positive attitude.
• Highly motivated work ethic, with the ability to recognize when a job needs to be done and the capability to do it completely, assuming responsibility for total quality
• Ability to handle confidential information appropriately.
• Good judgment in terms of escalating issues vs. solving problems independently

Reporting Relationships

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.