Executive Assistant, Government Affairs

Ares Management Corporation•New York, NY

1d•$80,000 - $100,000•Onsite

About The Position

Ares Management is seeking an experienced Executive Assistant (EA) with strong administrative support and organizational skills to provide high level professional support to executives within our Government Affairs team. Administrative support needs include managing a heavy and dynamic calendar, coordinating travel, handling expense reports, and communicating with senior internal and external stakeholders, among other general support responsibilities, to ensure efficient and smooth day-to-day operations. The ideal candidate must be proactive, detail oriented, and comfortable in an external facing role, regularly interfacing with outside parties including government officials, regulators, industry peers, and their offices. The candidate must have excellent oral and written communication skills and be highly motivated and professional, with strong business judgment and an ability to think critically in a fast-paced environment. The candidate must also exercise a high level of discretion and confidentiality in all areas of the role. 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

Bachelor’s degree
5+ years as an Executive Assistant level experience supporting C-suite level executive(s)
Financial services experience
Professional presence and excellent interpersonal skills; strong phone etiquette
Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment
Ability to manage time and priorities well in a deadline-driven, fast paced department
Flexible and able to multi-task and respond quickly to changing priorities
Highly responsive and able work on evenings and weekends as needed
Excellent problem-solving capabilities with timely resolution, demonstrating an ability to work independently with limited guidance and exercise independent judgment, including knowing when to elevate concerns or issues.
Able to anticipate problems and develop appropriate solutions while considering multiple viewpoints
Excellent, error-free written and verbal communication skills
Extremely detail oriented and highly organized
Proficient in Microsoft Office (Outlook, PowerPoint, Excel, Word)
Strong client service orientation
Ability to maintain professional demeanor in all situations

Responsibilities

Highly complex calendar management, reflecting executive’s and department’s priorities and adapting as necessary, with excellent and proactive communication to involved parties
Coordinating on-site meetings with senior government officials, handling detailed logistics and compliance requirements
Extensive coordination and scheduling of internal and external meetings and conference calls, video conference meetings utilizing Outlook calendar and Zoom for senior level executives; includes arranging for catering, document distribution and ensuring conference room technology setup
Prioritize Outlook calendar items and informing the supported professional of meeting changes to keep them on schedule throughout the day
Manage communications between senior management, government officials, and their assistants, coordinate conference calls, in-person meetings and distribution of relevant information
Source and print meeting or call-related documents in a timely manner prior to meeting commencement for respective participants
Schedule meetings and conference rooms as necessary using Ares protocol
Coordinate set up and clean up for catered meetings in conference rooms
Assist with communications and email management for the executive supported, including drafting responses for approval and communicating with internal and external professionals as necessary.
Act as a gate for inbound requests from internal and external professionals and have the ability to make judgments regarding criticality and compiling/presenting follow-ups and action items for decision-making
Coordinate all aspects of domestic and international travel (air, ground, and lodging) for business and personal purposes; manage payment and maintain real-time tracking of meeting and itinerary changes.
Compose detailed itineraries for all travel and key meetings, print boarding passes and check-in executive for flights
Organize and create cash and AMEX expense reports using Ares’s expense system, Concur
Heavy collaboration with other assistants in the department arranging travel and meetings
Maintain all relevant traveler profile information including passports, visas, and other documentation requirements
Compose detailed itineraries for travel and key meetings, print boarding passes and check-in professionals for their flights
Track flights to ensure they are on time and not cancelled
Miscellaneous projects as needed, including financial analyses, coordination with third party service providers, and event management
After-hours and weekend accessibility and responsiveness
Participate in and help drive EA Program projects and initiatives that benefit administrative team members across the firm
Answer phones, screen calls, and take messages as appropriate
Maintain documents, records, reports in a discreet and confidential manner
Tracking follow-ups, deadlines, and action items to ensure nothing drops
Maintaining team calendars, files, compliance forms, and other team-wide support
Perform professional information searches and professional biography searches as needed
Register professionals for conferences and networking events in a timely manner
RSVP to client events on behalf of professionals
Coordinate various mailings (USPS and FedEx) and assist other assistants in the process when necessary
Print/bind decks and presentations when needed
Other duties as assigned
Provide back-up support to other senior executives when needed - this includes all administrative tasks, including managing inbound calls, preparing documents, coordinating meetings etc.
Partner with other assistants to develop systems and problem solve when needed