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Executive Assistant

3 months ago

London, United Kingdom Ares Management Full time

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._

**Job Description**:
Role Summary:
The Executive Assistant will be responsible for providing administrative assistance for professionals within the Investor Relations Team, within the Ares London Office. The person in this role must be a self-starter, take initiative and demonstrate excellent follow-up skills as well as be able to handle a large workload in a fast-paced environment.

Primary functions and Essential Responsibilities:
Meeting management
- 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 investor portal document management system (Intralinks) up-to-date with client information. As well as uploading investor communications on a quarterly and yearly basis.

Event Planning
- Partnering with the Event team and other Executive Assistants to organise events, including social investor events (e.g. dinner, cocktail events).
- Managing and reporting on the budget allocated for each event and arranging payment of all invoices.
- Coordination of invitations using CVENT. (creating and 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.

General Administration
- Timely collection and processing of team expenses for both cash and American Express using the company expense system.
- Processing and approving invoices through the company accounts portal (Coupa)
- Supporting the other Executive Assistants where necessary.

**Education**:

- 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.

Experience / Skills Required:

- 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 and Investor Relations is 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.

Reporting Relationships

Administrative Manager