Executive Assistant

Ares Management; Miami (FL); On-site; USD 65,000 - 95,000; Full time

Job summary

Ares Management is seeking an experienced Executive Assistant to provide high-level administrative support to senior executives in a fast-paced, global environment. The role includes managing complex calendars, coordinating domestic and international travel, and handling sensitive information with discretion.

Approximately 40% of the duties involve personal assistant responsibilities, with collaboration across administrative teams to ensure seamless operations and proactive project support.

Qualifications

• Experience supporting senior executives as an executive assistant.
• Exceptional calendar management and prioritization skills.
• Strong written and verbal communication; discretion and confidentiality.

Responsibilities

• Manage calendar for executives with proactive scheduling and changes.
• Coordinate domestic and international travel, itineraries, and expense tracking.
• Prepare and process expense reports; screen calls and handle routine inquiries.

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
• RS