Executive Assistant

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