Executive Assistant - 12 Month FTC

Job Description

Summary:

The Executive Assistant will be responsible for providing administrative assistance for professionals within the Legal and Compliance teams 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 teams and the business.

Primary Functions and Essential Responsibilities:

Meeting management

• Extensive coordination and scheduling of internal / external meetings and conference calls, video conference meetings for the teams both internally / externally with clients and Ares global offices.
• Liaising with other Executive Administrators globally when necessary.
• Coordination of Domestic and International travel arrangements 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)
• Printing and binding marketing presentations.

General Administration

• Timely collection and processing of team expenses for both cash and American Express using the company expense system. 
• Coordinating deal signings both Wet Ink and DocuSign. Printing signature pages for Wet Ink and collecting signatures from relevant Ares Signatories.
• Supporting the other Executive Assistants where necessary.
• Phone coverage for the team and taking detailed messages.
• Onboarding for new starters in the team.

Education & Background:

• 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.
• High degree of confidentiality
• Strong client service orientation.
• Effective prioritisation of multiple professionals.
• Experience in 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.
• Prior experience working with DocuSign and Intralinks 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.

Reporting Relationships

There 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.