Executive Assistant
Job Description
Primary Functions And Essential Responsibilities
- Extensive coordination and scheduling of complex internal and external meetings and conference calls, video conference meetings utilizing Outlook calendar for senior level Professionals; includes arranging for any catering and document distribution
- Prioritize Outlook Calendar items on behalf of the 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 all aspects of domestic and international travel (air, ground, and lodging), both business and personal; manage payment and maintain real time tracking of meeting and itinerary changes
- Participate and manage ad hoc projects from end to end
- Organize and create cash and AMEX expense reports using Ares’s expense system, Concur
- Answer phones, screen calls, and take messages as appropriate
- Manage copy/print jobs that will entail high volume output, binding (GBC machine), and distribution to relevant recipients
- Maintain documents, records, reports in a discreet and confidential manner
- Provide back-up support and a high level of collaboration across teams to other Executive Assistants in Phone Group, this includes all administrative tasks for each of their primary professionals, including managing inbound calls, preparing documents, coordinating meetings etc.
- Track and update weekly pipeline in Excel
- Assist on NDA process
- Special projects as assigned
Qualifications
Education: Bachelor’s Degree strongly preferred, but not required
Experience Required: Minimum 5+ years of experience as an Executive / Administrative Assistant supporting a team of professionals in a fast-paced environment
General Requirements
- Effective prioritization of multiple professionals
- Travel coordination; domestic & international
- Technical proficiency; programs used include, MS Word, Excel, PowerPoint, Outlook, WebEx
- Participation in general administrative duties, ad-hoc projects
- Experience in managing multiple calendars, scheduling appointments, and screening incoming calls
- Ability to partner and collaborate across teams
- Background in financial services a plus
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.