Executive Assistant

aresmgmt

Miami (FL)

On-site

USD 80,000 - 100,000

Full time

5 days ago

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Benefits offered by this job

401(k) with match

Medical/Dental/Vision plans

Life Insurance

Disability coverage

Employee Assistance Program

Job summary

Ares Management is seeking an experienced Executive Assistant to provide high-level administrative support to senior professionals in a fast-paced environment.

Role includes managing calendars, coordinating travel, preparing expense reports, answering calls, and providing personal assistant duties about 40% of the time. Strong discretion, communication skills, and professional presence are essential.

Qualifications

7-10+ years of Executive Assistant level experience supporting C-suite executives.
Financial services experience
Professional presence and strong interpersonal skills
Ability to manage time and priorities in a fast-paced environment
Willingness to work evenings and weekends as needed
Discretion and confidentiality in handling information

Responsibilities

Manage goal-level calendar with proactive communication
Coordinate internal and external meetings and calls, including Zoom and catering
Prioritize calendar items and update executives on changes
Facilitate communications between senior management and assistants
Source and print meeting documents in time for participants
Schedule meetings and rooms per protocol
Coordinate setup and cleanup for catered meetings
Draft responses and support communications as needed
Coordinate travel for business and personal purposes, including itineraries
Create and manage travel and expense reports in Concur
Collaborate with other assistants for travel and meetings
Maintain traveler profiles and documentation
Support EA program projects and back-up coverage
Handle daily administrative tasks and special projects

Skills

Executive support

Calendar management

Travel coordination

Expense reporting

Discretion

MS Office

Communication

Prioritization

Education

Bachelor's degree

Tools

Outlook

Zoom

Concur

Excel

PowerPoint

Word

Job description

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 seeking an experienced Executive Assistant (EA) with exceptional administrative, organizational, and client service skills to provide high-level professional support.

This role requires the ability to manage a complex and highly dynamic calendar, coordinate detailed domestic and international travel, prepare and process expense reports, answer and screen calls, and handle a broad range of day-to-day administrative responsibilities to ensure seamless and efficient operations. Approximately 40% of the role will be dedicated to personal assistant responsibilities.

The ideal candidate will be highly motivated, polished, and professional, with excellent written and verbal communication skills, sound business judgment, and the ability to think critically and proactively in a fast-paced environment. The individual must demonstrate the highest level of discretion, sound judgment, and confidentiality across all aspects of the role.

Ares seeks individuals who are eager to grow their skills, take on increasing responsibility, and provide thoughtful, value-added support to the professionals they cover. The successful candidate will also be collaborative, service-oriented, and willing to partner with other administrative team members, including providing shared backup coverage as needed.

Meetings and Calendaring

Goal-level calendar management, reflecting executive’s and department’s priorities and adapting as necessary, with excellent and proactive communication to involved parties
Extensive coordination and scheduling of internal and external meetings and conference calls, video conference meetings utilizing Outlook calendar and Zoom for senior level executives; include arranging catering, document distribution and ensuring conference room technology setup
Prioritize Outlook calendar items and informing the supported professional of meeting changes to keep them on schedule throughout the day
Manage communications between senior management, board members 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 in conference rooms

Communications Leverage

Assist with communications for the executive supported, including drafting responses for approval and communicating with internal and external professionals as necessary.
Act as a gate for inbound requests from internal and external investment professionals and have the ability to make judgments regarding criticality and compiling/presenting follow-ups and action items for decision-making

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. Includes arranging private aircraft travel and all associated logistical components.
Compose detailed itineraries for all travel and key meetings, print boarding passes and check-in executive for flights
Organize and create cash and AMEX expense reports using Ares’s expense system, Concur
Heavy collaboration with other assistants in the department arranging travel and meetings
Maintain all relevant traveler profile information including passports, visas, and other documentation requirements
Compose detailed itineraries for travel and key meetings, print boarding passes and check-in professionals for their flights
Track flights to ensure they are on time and not cancelled

Project Work:

Miscellaneous projects as needed, including financial analyses, coordination with third party service providers, and event management
After-hours and weekend accessibility and responsiveness
Participate in and help drive EA Program projects and initiatives that benefit administrative team members across the firm
Personal assistant duties and projects as needed

Daily and Ongoing

Answer phones, screen calls, and take messages as appropriate
Maintain documents, records, reports in a discreet and confidential manner
Perform professional information searches and professional biography searches as needed
Register professionals for conferences and networking events in a timely manner
RSVP to client events on behalf of professionals
Coordinate various mailings (USPS and FedEx) and assist other assistants in the process when necessary
Print/bind decks and presentations when needed
Order and pick up breakfast or lunch for professionals, as requested
Other duties as assigned

Collaboration

Provide back-up support to other senior executives when needed - this includes all administrative tasks, including managing inbound calls, preparing documents, coordinating meetings etc.
Partner with other assistants to develop systems and problem solve when needed

Qualifications

Education: Bachelor’s degree

Experience Required:

7-10+ years of Executive Assistant level experience supporting C-suite level executive(s)
Financial services experience

General Requirements:

Professional presence and excellent interpersonal skills; strong phone etiquette
Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment
Ability to manage time and priorities well in a deadline-driven, fast paced department
Flexible and able to multi-task and respond quickly to changing priorities
Highly responsive and able to work on evenings and weekends as needed
Excellent problem-solving capabilities with timely resolution, demonstrating an ability to work independently with limited guidance and exercise independent judgment, including knowing when to elevate concerns or issues.
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

Administrative Manager

Compensation

The anticipated rate for this position is listed below. Total compensation may also include a discretionary performance-based bonus.

$80,000 - $100,000

The firm also offers robust Benefits offerings.

Ares U.S. Core Benefits include

Comprehensive Medical/Rx, Dental and Vision plans
401(k) program with company match
Flexible Savings Accounts (FSA)
Healthcare Savings Accounts (HSA) with company contribution
Basic and Voluntary Life Insurance
Long-Term Disability (LTD) and Short-Term Disability (STD) insurance
Employee Assistance Program (EAP), and Commuter Benefits plan for parking and transit

Ares offers a number of additional benefits including access to a world-class medical advisory team, a mental health app that includes coaching, therapy and psychiatry, a mindfulness and wellbeing app, financial wellness benefit that includes access to a financial advisor, new parent leave, reproductive and adoption assistance, emergency backup care, matching gift program, education sponsorship program, and much more.