Office Manager / Executive Assistant
Description
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
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.
PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES
Office Manager and Corporate Services Duties
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Liaison with building, engineering and parking services to set-up access cards, monthly parking and submit work orders for immediate repair and maintenance support.
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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.
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Help coordinate supplemental cleaning and repair services, obtain pricing proposals and ensure vendor certificates of insurance are current and on file.
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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.
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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.
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Provide daily maintenance of all beverage and coffee equipment (Ice/Water, Keurig, Nespresso, etc.)
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Register visitors in the tenant portal and vendors at least (48) in advance following building protocols.
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Support teams in processing and tracking online incoming/outgoing FedEx/UPS shipments.
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Assist with catering, conference room set-up/clean-up and be able to reposition office furniture to accommodate large meetings.
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Provide initial review of vendor invoices in Coupa and code per Ares accounting standards.
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Collaborate with Central/South Regional Facilities Manager and local business leadership to assign seating for incoming new hires and manage relocation requests.
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Clear, clean and set-up offices/workstations for all new hires/relocation requests ensuring required equipment/supplies are in place.
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Coordinate with other support teams as needed, including Administrative, IT and Network Teams to deliver results.
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Assist with coordination of U.S. Corporate Services Programs at the local level.
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Receive, sort and distribute U.S. Mail to key stakeholders.
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Maintain a clean, organized and tidy workspace at all times.
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Other duties as assigned.
Executive Assistant
Meetings & Calendaring :
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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)
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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
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Partner closely with professionals supported to manage meeting changes and keep them on schedule throughout the day
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Schedule meetings and conference rooms as necessary using Ares protocols
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Coordinate set up and clean up conference rooms for catered meetings
Travel & Expenses:
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Coordinate all aspects of domestic and international travel (air, ground, and lodging); manage payment and maintain real-time tracking of meeting and itinerary changes
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Manage payment and maintain real-time tracking of meeting and itinerary changes – duplicate from line above
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Maintain current passports and necessary visas, as relevant
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Compose detailed itineraries for all travel and key meetings, print boarding passes and check-in professionals for their flights
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Track flights to ensure they are on time and not cancelled
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Be on call for necessary changes, including after hours
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Organize and create cash and AMEX expense reports using Ares’s expense system, Concur
QUALIFICATIONS
Education: Bachelor’s degree or equivalent work experience required
Experience Required:
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Minimum 3-5 years of experience as an Executive Assistant supporting a team of professionals in a fast-paced environment.
General Requirements
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Effective prioritization of multiple professionals
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Travel coordination; domestic & international
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Technical proficiency: programs used include, MS Word, Excel, PowerPoint, Outlook, Zoom
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Participation in general administrative duties, ad-hoc projects
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Experience in managing multiple calendars, scheduling appointments, and screening incoming calls
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Background in financial services is a plus
Included for Your Consideration
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Dependable, great attitude, highly motivated and a team player.
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Exceptional customer service skills and demonstrates enthusiasm and flexibility.
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Adept at managing multiple tasks in a fast-paced environment with the ability anticipate needs and think ahead.
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Outstanding interpersonal and communications skills and the ability to effectively interface with personnel at all levels.
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Demonstrates excellent business maturity, enthusiasm, organizational skills, and a positive attitude.
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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.
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Handle day-to-day issues and office services duties independently, assuming responsibility without direct supervision.
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Ability to handle confidential information appropriately.
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Good judgment in terms of escalating issues vs. solving problems independently.
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Able to lift upwards of 50lbs+
Reporting Relationships
Administrative Manager
Compensation
The anticipated rate for this position is listed below. Total compensation may also include a discretionary performance-based bonus.
$80,000 - $100,000
The firm also offers robust Benefits offerings. Ares U.S. Core Benefits include Comprehensive Medical/Rx, Dental and Vision plans; 401(k) program with company match; Flexible Savings Accounts (FSA); Healthcare Savings Accounts (HSA) with company contribution; Basic and Voluntary Life Insurance; Long-Term Disability (LTD) and Short-Term Disability (STD) insurance; Employee Assistance Program (EAP), and Commuter Benefits plan for parking and transit.
Ares offers a number of additional benefits including access to a world-class medical advisory team, a mental health app that includes coaching, therapy and psychiatry, a mindfulness and wellbeing app, financial wellness benefit that includes access to a financial advisor, new parent leave, reproductive and adoption assistance, emergency backup care, matching gift program, education sponsorship program, and m