Office Manager / Executive Assistant

Ares Operations•Miami, FL

11d•Onsite

About The Position

Ares Management, LLC is seeking an Office Manager/Executive Assistant with strong administrative and organizational skills to provide high-level support to multiple professionals in a fast-paced environment in our Miami office. The role consists of answering calls, collecting receipts and processing expense reports, coordinating travel, heavy calendaring/scheduling across various time zones among other general support responsibilities. The role also includes Corporate Services and Reception support. The ideal candidate must be a self-starter and demonstrate excellent customer service and follow-up skills. Ares looks for people who are enthusiastic in growing their skills and taking on new responsibilities to provide high-level value-add support for the professionals they support, along with a willingness to pitch in and collaborate with other administrative team members, including sharing back-up coverage needs.

Requirements

Minimum 3-5 years of experience as an Executive Assistant supporting a team of professionals in a fast-paced environment.
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

Background in financial services is a plus
Dependable, great attitude, highly motivated and a team player.
Exceptional customer service skills and demonstrates enthusiasm and flexibility.
Adept at managing multiple tasks in a fast-paced environment with the ability anticipate needs and think ahead.
Outstanding interpersonal and communications skills and the ability to effectively interface with personnel at all levels.
Demonstrates excellent business maturity, enthusiasm, organizational skills, and a positive attitude.
Highly motivated work ethic, with the ability to recognize when a job needs to be done and the capability to do it completely, assuming responsibility for total quality and follow-up to completion.
Handle day-to-day issues and office services duties independently, assuming responsibility without direct supervision.
Ability to handle confidential information appropriately.
Good judgment in terms of escalating issues vs. solving problems independently.
Able to lift upwards of 50lbs+

Responsibilities

Liaison with building, engineering and parking services to set-up access cards, monthly parking and submit work orders for immediate repair and maintenance support.
Work in partnership with the Corporate Services Team to assess repair and maintenance matters throughout the office to determine if external vendor services are needed.
Help coordinate supplemental cleaning and repair services, obtain pricing proposals and ensure vendor certificates of insurance are current and on file.
Check and stock café beverages and snacks and ensure offices supplies in conference rooms, copy areas and gender-neutral restrooms and wellness rooms are replenished daily.
Assist with inventory for all common-use items such as café, emergency and office supplies, as well as paper and toner for copy/print devices utilizing company approved supply vendors.
Provide daily maintenance of all beverage and coffee equipment (Ice/Water, Keurig, Nespresso, etc.)
Register visitors in the tenant portal and vendors at least (48) in advance following building protocols.
Support teams in processing and tracking online incoming/outgoing FedEx/UPS shipments.
Assist with catering, conference room set-up/clean-up and be able to reposition office furniture to accommodate large meetings.
Provide initial review of vendor invoices in Coupa and code per Ares accounting standards.
Collaborate with Central/South Regional Facilities Manager and local business leadership to assign seating for incoming new hires and manage relocation requests.
Clear, clean and set-up offices/workstations for all new hires/relocation requests ensuring required equipment/supplies are in place.
Coordinate with other support teams as needed, including Administrative, IT and Network Teams to deliver results.
Assist with coordination of U.S. Corporate Services Programs at the local level.
Receive, sort and distribute U.S. Mail to key stakeholders.
Maintain a clean, organized and tidy workspace at all times.
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 check-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
Other duties as assigned.