Executive Assistant

Ares Management

New York (NY)

On-site

USD 80,000 - 100,000

Full time

14 days+

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Benefits offered by this job

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)

Commuter Benefits plan for parking and

transit

wellbeing and financial wellness perks

Job summary

Ares Management is seeking an Executive Assistant to provide high-level administrative support in our New York office. The role involves heavy calendar management, travel coordination, expense reporting, and handling calls to ensure smooth day-to-day operations.

The ideal candidate is highly motivated, professional, and capable of back-up coverage for team members. Candidates should have excellent written and oral communication skills, be highly organized, and willing to take on new

Qualifications

Bachelor’s degree or equivalent work experience required.
5–7 years of experience in an administrative role, preferably in financial services.
Proficiency with Microsoft Office suite – Outlook, Word, Excel, PPT.

Responsibilities

Coordinate extensive meetings and calendar management using Outlook and Zoom.
Coordinate domestic and international travel and manage expense reports using Concur or similar systems.
Answer phones, manage confidential documents and provide backup coverage for the administrative team.
Assist with event registrations, RSVP to events, and support professionals as needed.

Skills

Organizational skills

Communication skills

Multitasking

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

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 Executive Assistant with strong administrative support and organizational skills to provide high level professional support to professionals in a fast-paced environment in our New York office. The role supports professionals by managing heavy calendars, coordinating travel, handling expense reports, and answering calls, among other general support responsibilities to ensure efficient and smooth day-to-day operations. The ideal candidate should have excellent oral and written communication skills and be highly motivated and professional. Ares looks for people who are enthusiastic to grow their skills and take on new responsibilities to provide high-level value-add support for the professionals they cover, along with a willingness to pitch in and collaborate with other administrative team members, including sharing backup coverage needs.

Primary Functions And Essential Responsibilities

Meetings & Calendaring

Extensive coordination and scheduling of internal and external meetings, conference calls, and video conference meetings, utilizing Outlook and Zoom on behalf of supported professionals; includes arranging for any catering and document distribution
Prioritize Outlook calendar items on behalf of professionals, informing them of meeting changes and keeping them on schedule throughout the day
Schedule meetings and conference rooms as necessary using Ares protocol
Coordinate set up and clean up conference rooms for catered meetings

Travel & Expenses

Coordinate all aspects of domestic and international travel (air, ground, and lodging); manage payment and maintain real time tracking of meeting and itinerary changes
Maintain current passports and necessary visas
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
Organise and create cash and AMEX expense reports using Ares’s expense system, Concur

Daily & On-going

Answer phones, screen calls, and take messages as appropriate
Maintain documents, records, reports in a discreet and confidential manner
Perform professional information searches as needed
Register professionals for conferences and networking events in a timely manner
RSVP to events on behalf of professionals
Provide back-up support to other administrative team members in Phone Group when they are at lunch, out sick or on vacation; this includes all administrative tasks for each of their primary professionals, including managing inbound calls, preparing documents, coordinating meetings, etc.
Coordinate various mailings (USPS and FedEx) and assist other administrative team members in the process when necessary
Miscellaneous projects and support leverage for professionals as needed, including event management which may require occasional travel
Serve as secondary support as part of a rotating schedule for Reception coverage during lunch hour and breaks, when and where needed.

Qualifications

Education: Bachelor’s degree or equivalent work experience required

Experience Required

5 - 7 years of experience in an administrative role, preferably in financial services
Proficiency with Microsoft Office suite – particularly Outlook, Word, Excel, PPT

General Requirements

Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment
Excellent writing and communication skills are required
Must be very organized
Ability to manage time and priorities well in a deadline-driven, fast paced department
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.
Strong interpersonal skills and ability to multitask
Strong phone etiquette
Technology savvy and willing to learn new systems in a short period of time
Highly responsive and able work on evenings and weekends when needed to support business needs

Compensation

The anticipated base salary range for this position is listed below. Total compensation may also include a discretionary performance-based bonus. Note, the range takes into account a broad spectrum of qualifications, including, but not limited to, years of relevant work experience, education, and other relevant qualifications specific to the role.

$80,000 - $100,000