Administrative Assistant and Office Manager

Ares Management Corporation•Bellevue, WA

6d•$65,000 - $70,000•Onsite

About The Position

Ares Management is seeking an Administrative Assistant/Office Manager with strong administrative support and organizational skills to provide high level support to professionals in a fast-paced environment in our Bellevue office. The role provides administrative support by managing heavy calendaring, coordinating travel, handling expense reports, and answering calls, among other general support responsibilities. Additionally, it includes office management services. The ideal candidate must be a self-starter and demonstrate excellent follow-up skills. Ares looks for people who are enthusiastic to grow their skills and take on new responsibilities to provide high-level value-add support for the professionals they cover, along with a willingness to pitch in and collaborate with other administrative team members, including sharing backup coverage needs.

Requirements

Minimum 3-5 years of experience as an Administrative Assistant or Office Manager.
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

Nice To Haves

Bachelor’s Degree strongly preferred, but not required
Background in financial services a plus

Responsibilities

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
Coordinate all aspects of domestic and international travel (air, ground, and lodging); manage payment and maintain real-time tracking of meeting and itinerary changes
Maintain current passports and necessary visas, as relevant
Compose detailed itineraries for all travel and key meetings, print boarding passes and checking-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
Liaise with building management regarding issues within office space
Coordinate supplemental cleaning of the space as necessary
Oversee local parking and badge access
Inventory, order, and distribute office and pantry supplies
Work with Facilities team and local business leads with projects and space planning
Coordinate Ares US Corporate Services programs on a local level
Maintain an ongoing Reception Desk presence as needed
Mail Services - Sorting/scanning/shipping
Strong onsite presence (Monday-Friday) and after hours when needed