Description
Summary:
Ares is currently seeking an Executive Assistant to join and support our London team. The Executive Assistant will also be part of the broader administrative function, which is a centralized team whereby Executive Assistants support the professionals they are aligned with in their respective business units. This role will be responsible for providing seamless professional support to enable the smooth running of the team and the business from an administrative standpoint. The ideal candidate will be a self-starter, will take initiative and demonstrate excellent and proactive communication and follow-up skills. They will exhibit strong time management and prioritization abilities as they handle and support multiple requests from several professionals. This individual will also work collectively with the Office Manager/ Executive Assistant to cover lunch breaks, holiday and sick leave. The successful candidate will have worked in a similar capacity, preferably in the finance industry, supporting senior professionals. This role will require a hands-on professional to ensure best-in-class support and work product in a fast-paced rapidly growing organization.
Primary Functions and Essential Responsibilities:
Specific responsibilities include, but are not limited to:
Meeting Management
1. 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.
2. Liaising with other Executive Administrators globally when necessary.
3. Coordination of complex international travel arrangements including flight / hotel bookings, trains, and ground transportation; arranging Visa’s where necessary and creating detailed travel itineraries.
4. Some editing of PowerPoint documents and general correspondence (internal and external)
5. Creating meeting agendas
6. Printing and binding marketing presentations.
Event Planning
7. 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.
8. Managing and reporting on the budget allocated for each event and arranging payment of all invoices.
9. Coordination of the invitations (tracking attendance).
10. Running the event on the day/evening where necessary, and managing the third-party providers before, during and after the event.
General Administration
11. Timely collection and processing of team expenses for both cash and American Express using the company expense system.
12. Supporting the other Executive Assistants where necessary.
13. Screen calls and take messages as appropriate with sensitivity to professionals’ key contacts versus superfluous call
14. 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
15. Assist with special projects as requested by the team
Education:
16. Bachelor’s Degree required
Experience:
17. Minimum of 5 years of experience as an Executive Assistant / Administrative Assistant supporting a team of senior professionals in a professional, fast-paced environment
18. Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, OneNote, Teams)
19. Experience preparing agendas, calendars and travel management (domestic and international)
20. Experience in financial industry preferred
21. Experience working in a team environment with multiple Executive Assistants to support and cover business needs preferred
General Requirements:
22. Dependable, great attitude, highly motivated and a team player
23. Strong attention to detail and highly organised
24. Adept at managing multiple tasks in a fast-paced environment for multiple professionals with the ability think ahead
25. Exceptional client service skills and demonstrates enthusiasm and flexibility
26. Outstanding interpersonal and communications skills and the ability to effectively interface with professionals at all levels
27. Demonstrates excellent organizational skills, business maturity, enthusiasm and a positive attitude
28. 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
29. Ability to handle confidential information appropriately
30. Good judgment in terms of escalating issues vs. solving problems independently
Reporting Relationships
International Administrative Manager Lead
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.