Executive Assistant

Job Description

Ares Management is seeking an experienced Executive Assistant (EA) to provide high-level professional support to executives within our Secondaries team. The role requires managing a heavy and dynamic calendar, coordinating travel, handling expense reports, and answering calls from investors and other partners. The EA will provide insight and advice to senior professionals, maintain discretion, and collaborate with other administrative staff.

• Meetings and Calendaring
  • Goal-level calendar management, reflecting executive’s and department’s priorities and adapting as necessary.
  • Extensive coordination and scheduling of internal and external meetings, conference calls, and video conferences utilizing Outlook and Zoom.
  • Arrange catering, document distribution, and conference room technology set‑up.
  • Prioritize Outlook items and inform the supported professional of changes.
  • Coordinate communications between senior management, investors, and assistants including conference calls and distribution of information.
  • Source and print meeting or call-related documents in a timely manner.
  • Schedule meetings and conference rooms using Ares protocol.
  • Set up and clean up catered meetings in conference rooms.
• Communications Leverage
  • Assist with email management for the executive, drafting responses for approval and communicating with internal and external professionals.
  • Act as a gate for inbound requests, making judgments on criticality and compiling follow‑ups for decision‑making.
• Travel and Expenses
  • Coordinate all aspects of domestic and international travel, manage payment, and maintain real‑time tracking.
  • Compose detailed itineraries, print boarding passes, and check‑in executive for flights.
  • Create cash and AMEX expense reports using Concur.
  • Collaborate with other assistants to arrange travel and meetings.
  • Maintain traveler profile information including passports and visas.
  • Track flights to ensure they are on time and not cancelled.
• Project Work
  • Undertake miscellaneous projects such as financial analyses, coordination with third‑party service providers, and event management.
  • Provide after‑hours and weekend accessibility and responsiveness.
  • Participate in and help drive EA Program projects and initiatives benefiting administrative staff.
• Daily and Ongoing
  • Answer phones, screen calls, and take messages.
  • Maintain documents, records, and reports in a discreet and confidential manner.
  • Perform professional information searches and biography searches.
  • Register professionals for conferences and networking events.
  • RSVP to client events on behalf of professionals.
  • Coordinate mailings and assist other assistants when necessary.
  • Print, bind decks and presentations.
  • Perform any other duties as assigned.
• Collaboration
  • Provide back‑up support to other senior executives when needed.
  • Partner with other assistants to develop systems and problem solve.

• Education: Bachelor’s degree.
• Experience
  
  Required:
  
  
  • 5+ years as an Executive Assistant supporting C‑suite level executive(s).
  • Financial services experience.
• General Requirements:
  • Professional presence and excellent interpersonal skills; strong phone etiquette.
  • Eager, can‑do attitude; willingness to learn and take on projects.
  • Ability to manage time and priorities in a deadline‑driven, fast‑paced environment.
  • Flexible and able to multi‑task and respond quickly to changing priorities.
  • Highly responsive and able to work evenings and weekends as needed.
  • Excellent problem‑solving capabilities with timely resolution; capable of working independently and exercising judgment.
  • Able to anticipate problems and develop appropriate solutions.
  • Excellent, error‑free 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 a professional demeanor in all situations.

Administrative Manager.

Salary range: $80,000-$100,000 per annum. Total compensation may include a discretionary performance‑based bonus. Ares offers a comprehensive benefits package including medical, dental, vision, 401(k) with company match, FSA, HSA, life insurance, LTD, STD, EAP, commuter benefits, mental health app, mindfulness app, financial wellness benefits, new‑parent leave, reproductive and adoption assistance, emergency backup care, matching gift program, education sponsorship, and more.