Office Manager / Executive Assistant

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. 

Meetings & Calendaring:

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  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)

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  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

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

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  Schedule meetings and conference rooms as necessary using Ares protocols

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  Coordinate set up and clean up conference rooms for catered meetings

Travel & Expenses:

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  Coordinate all aspects of domestic and international travel (air, ground, and lodging); manage payment and maintain real-time tracking of meeting and itinerary changes

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

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  Maintain current passports and necessary visas, as relevant

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  Compose detailed itineraries for all travel and key meetings, print boarding passes and check-in professionals for their flights

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  Track flights to ensure they are on time and not cancelled

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  Be on call for necessary changes, including after hours

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

• 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

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

• 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+