Office Manager / Executive Assistant

PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES

Office Manager and Corporate Services Duties

• 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 FedEx/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.

Executive Assistant

Meetings & Calendaring:

• Goal-level calendar management, reflecting professionals’ priorities and adapting as necessary, with excellent communication to involved parties and stakeholders (including senior firm management and their assistants)

• Extensive coordination and scheduling of internal and external meetings and conference calls, video conference meetings utilizing Outlook calendar and Zoom for senior professionals; includes arranging for catering, document distribution and ensuring conference room technology setup

• Partner closely with professionals supported to manage meeting changes and keep them on schedule throughout the day

• Schedule meetings and conference rooms as necessary using Ares protocols

• 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

• Manage payment and maintain real-time tracking of meeting and itinerary changes – duplicate from line above

• Maintain current passports and necessary visas, as relevant

• Compose detailed itineraries for all 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

• Be on call for necessary changes, including after hours

• Organize and create cash and AMEX expense reports using Ares’s expense system, Concur

QUALIFICATIONS

Education: Bachelor’s degree or equivalent work experience required

Experience Required:

• Minimum 3-5 years of experience as an Executive Assistant supporting a team of professionals in a fast-paced environment. 

General Requirements:

• Effective prioritization of multiple professionals 

• Travel coordination; domestic & international

• Technical proficiency: programs used include, MS Word, Excel, PowerPoint, Outlook, Zoom

• Participation in general administrative duties, ad-hoc projects

• Experience in managing multiple calendars, scheduling appointments, and screening incoming calls

• Background in financial services is a plus

Included for Your Consideration:

• Dependable, great attitude, highly motivated and a team player.

• Exceptional customer service skills and demonstrates enthusiasm and flexibility.

• Adept at managing multiple tasks in a fast-paced environment with the ability anticipate needs and think ahead.

• Outstanding interpersonal and communications skills and the ability to effectively interface with personnel at all levels.

• Demonstrates excellent business maturity, enthusiasm, organizational skills, and a positive attitude.

• Highly motivated work ethic, with the ability to recognize when a job needs to be done and the capability to do it completely, assuming responsibility for total quality and follow-up to completion.

• Handle day-to-day issues and office services duties independently, assuming responsibility without direct supervision. 

• Ability to handle confidential information appropriately.

• Good judgment in terms of escalating issues vs. solving problems independently.

• Able to lift upwards of 50lbs+