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

Ares Management is looking to hire an Executive Assistant in the New York office to provide direct support to the Ivy Hill Asset Management team.

Primary administrative responsibilities include managing a heavy calendar, coordinating travel, and handling expense reports, among other general support activities, to ensure efficient and smooth day-to-day operations. The ideal candidate must be a self-starter and demonstrate excellent communication skills. 

PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES

Meetings and Calendaring

• Extensive coordination and scheduling of internal and external meetings and conference calls, video conference meetings utilizing Outlook calendar and Zoom for senior level executives; includes arranging for catering, document distribution and ensuring conference room technology set-up

• Prioritize Outlook calendar items and inform the supported professional of meeting changes to keep them on schedule throughout the day

• Manage communications between senior management, investors, and their assistants; coordinate conference calls, in-person meetings and distribution of relevant information

• Source and print meeting or call-related documents in a timely manner prior to meeting commencement for respective participants

• Schedule meetings and conference rooms as necessary using Ares protocol

• Coordinate set-up and clean-up for catered meetings

Travel and Expenses

• Coordinate all aspects of domestic and international travel (air, ground, and lodging) for business and personal purposes; manage payment and maintain real-time tracking of meeting and itinerary changes 

• Compose detailed itineraries for all travel and key meetings

• Organize and create AMEX expense reports using Ares’s expense system, Concur

• Maintain all relevant traveler profile information including passports, visas, and other documentation requirements

• Track flights for changes/delays/cancellations

Daily and Ongoing

• Register external guests with building security and greet/escort them upon arrival

• Manage copy/print jobs that entail high volume output, binding, and distribution to relevant recipients

• Maintain documents, records, and reports in a discreet and confidential manner

• Provide back-up support to other Executive Assistants; this includes all administrative tasks, including managing inbound calls, preparing documents, coordinating meetings, etc.

• Track and update weekly pipeline (Deal Cloud)

• Assist on NDA processes

• Special projects as assigned

QUALIFICATIONS

Education: Bachelor’s Degree

Experience Required: Minimum 5-10 years of experience as an Executive Assistant supporting a team of professionals in a fast-paced environment

General Requirements:

• Professional presence and excellent interpersonal skills

• Demonstrates a can-do attitude, willing and wanting to learn and take on projects as needed

• Ability to manage time and prioritize well in a fast-paced department

• Flexible and able to multi-task and respond quickly to changing priorities

• Able to anticipate problems and develop appropriate solutions while considering multiple viewpoints

• Excellent written and verbal communication skills

• Extremely detail oriented and highly organized

• Proficient in Microsoft Office (Outlook, PowerPoint, Excel, Word)

• Strong client service orientation

• Ability to maintain professional demeanor in all situations

Reporting Relationships

Compensation

$80,000 - $100,000

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.