Executive Assistant - 12 Month FTC

Ares Management; City Of London; On-site; GBP 40,000 - 55,000; Full time

Job summary

A leading financial services firm in London seeks an Executive Assistant to provide administrative support for its Legal and Compliance teams. Responsibilities include coordinating meetings, travel arrangements, and managing team expenses. The ideal candidate will have 3-5 years of experience in a dynamic environment, excellent communication skills, and proficiency in MS Office. This role offers the opportunity to work within a professional team, supporting essential business functions.

Qualifications

• 3-5 years of experience as an Executive/Administrative Assistant in a professional environment.
• Strong client service orientation and confidentiality.
• Experience in travel coordination both domestic and international.

Responsibilities

• Coordinate and manage internal/external meetings and conference calls.
• Arrange travel itineraries and coordinate expenses.
• Support onboarding for new team members.

Skills

Attention to detail

Client service orientation

Effective prioritization

Written communication

Verbal communication

Technical proficiency in MS Office

Education

Bachelor’s Degree

Tools

MS Word

MS Excel

MS PowerPoint

Outlook

DocuSign

Intralinks

Job description

Job Description

The Executive Assistant will be responsible for providing administrative assistance for professionals within the Legal and Compliance teams within the Ares London Office. The person in this role must be a self-starter, take initiative and demonstrate excellent follow-up skills.

The candidate will be responsible for providing seamless, professional support to enable the smooth running of the teams and the business.

Primary Functions and Essential Responsibilities

Meeting management

• Extensive coordination and scheduling of internal/external meetings and conference calls, video conference meetings for the teams both internally/external with clients and Ares global offices.
• Liaising with other Executive Administrators globally when necessary.
• Coordination of Domestic and International travel arrangements including flight/hotel bookings, trains and ground transportation; arranging Visas where necessary and creating detailed travel itineraries.
• Minimal editing of PowerPoint documents and general correspondence (internal and external)
• Printing and binding marketing presentations.

General Administration

• Timely collection and processing of team expenses for both cash and American Express using the company expense system.
• Coordinating deal signings both Wet Ink and DocuSign. Printing signature pages for Wet Ink and collecting signatures from relevant Ares Signatories.
• Supporting the other Executive Assistants where necessary.
• Phone coverage for the team and taking detailed messages.
• Onboarding for new starters in the team.

Education & Background

• Bachelor’s Degree a plus but not essential
• Minimum 3-5 years of experience as an Executive/Administrative Assistant supporting a team in a professional, fast paced environment.

Experience / Skills Required

• Strong attention to detail and highly organised.
• High degree of confidentiality
• Strong client service orientation.
• Effective prioritisation of multiple professionals.
• Experience in travel coordination; domestic & international.
• Excellent written and verbal communication skills.
• Ability to represent the team in a positive way through interactions with other internal teams, as well as external clients, investors, and partners.
• Technical proficiency is mandatory; programs used include, MS Word, Excel, PowerPoint, Outlook.
• Prior experience working with DocuSign and Intralinks is a plus.
• Experience in financial services a plus.
• Good judgment as to when to elevate issues vs. solving problems independently.
• Working in a team of professional Executive Assistants to support and cover the business requirements where necessary.

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.