Executive Assistant - General Submissions

Job DescriptionAres 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 Los Angeles offices. 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 ResponsibilitiesMeetings & CalendaringExtensive 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 distributionPrioritize Outlook calendar items on behalf of professionals, informing them of meeting changes and keeping them on schedule throughout the daySchedule meetings and conference rooms as necessary using Ares protocolCoordinate set up and clean up conference rooms for catered meetingsTravel & ExpensesCoordinate all aspects of domestic and international travel (air, ground, and lodging); manage payment and maintain real-time tracking of meeting and itinerary changesMaintain current passports and necessary visasCompose detailed itineraries for travel and key meetings, print boarding passes and check-in professionals for their flightsTrack flights to ensure they are on time and not canceledOrganize and create cash and AMEX expense reports using Ares’s expense system, ConcurDaily & On-goingAnswer phones, screen calls, and take messages as appropriateMaintain documents, records, reports in a discreet and confidential mannerPerform professional information searches as neededRegister professionals for conferences and networking events in a timely mannerRSVP to events on behalf of professionalsProvide 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 necessaryMiscellaneous projects and support leverage for professionals as needed, including event management which may require occasional travelServe as secondary support as part of a rotating schedule for Reception coverage during lunch hour and breaks, when and where neededQualificationsEducation: Bachelor’s degree or equivalent work experience requiredExperience Required5 - 7 years of experience in an administrative role, preferably in financial servicesProficiency with Microsoft Office suite – particularly Outlook, Word, Excel, PPTGeneral RequirementsDemonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environmentExcellent writing and communication skills are requiredMust be very organizedAbility to manage time and priorities well in a deadline-driven, fast-paced departmentExcellent 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 multitaskStrong phone etiquetteTechnology savvy and willing to learn new systems in a short period of timeHighly responsive and able work on evenings and weekends when needed to support business needs

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