Administrative Assistant

• 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.

• 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.

• 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.

• Bachelor’s Degree required

• 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

• 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

Ares Wealth Management Solutions