Executive Assistant

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

Summary:

Ares is currently seeking an Executive Assistant to join the team in the London office. 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. The ideal candidate will be a self-starter, take initiative and demonstrate excellent follow-up and communication skills. They will exhibit strong time management and prioritization skills as they handle and support multiple requests from multiple professionals. This individual will also work collectively with the broader Executive Assistant phone group to cover lunch breaks, holiday, sick leave. The successful candidate will have worked in a similar capacity, preferably in the finance industry, supporting senior professionals in the investment management space. This role will require a hands-on professional to ensure best-in-class support and work product in a fast-paced rapidly growing organization.

General Administration

• Can perform administrative activities for the full range of professional levels, with performance expectations reflecting significant experience and ability to operate well
• Collection and processing team expenses for both cash and American Express using the company expense system.
• Manage heavy travel itineraries
• Competent in complex calendar management
• Creating meeting agendas and printing and binding marketing presentations.
• 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. Print documents associated with the meeting ahead of time prior to meeting
• Answer high volume of calls in a professional and courteous manner
• Screen calls and take messages as appropriate with sensitivity to professionals’ key contacts versus superfluous call
• Manage copy/print jobs that will entail high volume output, binding and distribution to relevant recipients
• Assist with special projects as requested by team
• Supporting the other Executive Assistants where necessary/holiday cover

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 for road shows including flight / hotel bookings, trains and ground transportation. Creation of detailed itineraries.

Education:

• Bachelor’s Degree or equivalent required

Experience:

• Minimum of 5-8 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 organised
• 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.