Office Manager​/Executive Assistant

Company Overview

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.

Ares Management, LLC is seeking an Office Manager/Executive Assistant with strong administrative and organizational skills to provide high-level support to multiple professionals in a fast-paced environment in our Miami office. The role consists of answering calls, collecting receipts and processing expense reports, coordinating travel, heavy calendaring/scheduling across various time zones among other general support responsibilities. The role also includes Corporate Services and Reception support.

The ideal candidate must be a self-starter and demonstrate excellent customer service and follow-up skills. Ares looks for people who are enthusiastic in growing their skills and taking on new responsibilities to provide high-level value-add support for the professionals they support, along with a willingness to pitch in and collaborate with other administrative team members, including sharing back-up coverage needs.

• Liaison with building, engineering and parking services to set-up access cards, monthly parking and submit work orders for immediate repair and maintenance support.
• Work in partnership with the Corporate Services Team to assess repair and maintenance matters throughout the office to determine if external vendor services are needed.
• Help coordinate supplemental cleaning and repair services, obtain pricing proposals and ensure vendor certificates of insurance are current and on file.
• Check and stock café beverages and snacks and ensure offices supplies in conference rooms, copy areas and gender-neutral restrooms and wellness rooms are replenished daily.
• Assist with inventory for all common-use items such as café, emergency and office supplies, as well as paper and toner for copy/print devices utilizing company approved supply vendors.
• Provide daily maintenance of all beverage and coffee equipment (Ice/Water, Keurig, Nespresso, etc.).
• Register visitors in the tenant portal and vendors at least (48) in advance following building protocols.
• Support teams in processing and tracking online incoming/outgoing Fed Ex/UPS shipments.
• Assist with catering, conference room set-up/clean-up and be able to reposition office furniture to accommodate large meetings.
• Provide initial review of vendor invoices in Coupa and code per Ares accounting standards.
• Collaborate with Central/South Regional Facilities Manager and local business leadership to assign seating for incoming new hires and manage relocation requests.
• Clear, clean and set-up offices/workstations for all new hires/relocation requests ensuring required equipment/supplies are in place.
• Coordinate with other support teams as needed, including Administrative, IT and Network Teams to deliver results.
• Assist with coordination of U.S. Corporate Services Programs at the local level.
• Receive, sort and distribute U.S. Mail to key stakeholders.
• Maintain a clean, organized and tidy workspace at all times.
• Other duties as assigned.

• Meetings & Calendaring:
  Goal-level calendar management, reflecting professionals’ priorities and adapting as necessary, with…