- Extensive coordination and scheduling of internal / external meetings and conference calls, video conference meetings for the team both internally / externally with clients and Ares global offices.
- Liaising with other Executive Administrators globally when necessary.
- Coordination of complex international travel arrangements for road shows including flight / hotel bookings, trains, and ground transportation; arranging Visa's where necessary and creating detailed travel itineraries.
- Minimal editing of PowerPoint documents and general correspondence (internal and external)
- Creating meeting agendas
- Printing and binding marketing presentations.
- Responsibility for keeping the client relationship database (Salesforce) and the investor portal document management system (Intralinks) up-to-date with client information (i.e. business cards and e-mails).
- Partnering with the team and other Executive Assistants to organise events, including social investor events (e.g. dinner, cocktail events) and the firm's marketing presence at conferences.
- Managing and reporting on the budget allocated for each event and arranging payment of all invoices.
- Coordination of the invitations (tracking attendance).
- Running the event on the day where necessary, and managing the third-party providers before, during and after the event. May require occasional event-related travel.
- Timely collection and processing of team expenses for both cash and American Express using the company expense system.
- Supporting the other Executive Assistants where necessary.
- Phone coverage for the team and taking detailed messages.
- Bachelor's Degree a plus but not essential
- Minimum 3-5 years of experience as an Executive / Administrative Assistant supporting a team in a professional, fast paced environment.
- Strong attention to detail and highly organised.
- Strong client service orientation.
- Effective prioritisation of multiple professionals.
- Heavy travel coordination; domestic & international.
- Excellent written and verbal communication skills.
- Ability to represent the team in a positive way through interactions with other internal teams, as well as external clients, investors, and partners.
- Technical proficiency is mandatory; programs used include, MS Word, Excel, PowerPoint, Outlook.
- Client Relationship Systems management is a plus.
- Experience in financial services a plus.
- Good judgment as to when to escalate issues vs. solving problems independently.
- Working in a team of professional Executive Assistants to support and cover the business requirements where necessary.
Executive Assistant - London, United Kingdom - Ares Management Corporation
Description
Description
Summary:
The Executive Assistant will be responsible for providing administrative assistance for professionals within the Global Client Solutions team within the Ares London Office. The person in this role must be a self-starter, take initiative and demonstrate excellent follow-up skills.
The candidate will be responsible for providing seamless, professional support to enable the smooth running of the team and the business.
Primary Functions and Essential Responsibilities:
Meeting management
Event Planning
General Administration
Education:
Experience / Skills Required:
Reporting Relationships
Administrative ManagerThere is no set deadline to apply for this job opportunity. Applications will be accepted on an ongoing basis until the search is no longer active.