Job Description
Ares Management is seeking an Executive Assistant/Office Manager with strong administrative support and organizational skills to provide high level support to professionals in a fast-paced environment in our Mexico City office. The role provides administrative support by managing heavy calendaring, coordinating travel, handling expense reports, and answering calls, among other general support responsibilities to VP and above professionals. As an Office Manager, the role manages the physical office space to ensure efficient and smooth day-to-day operations. 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.
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
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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 checking-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
Event Planning:
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Understand the purpose and objective of the event
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Establish and track the budget
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Research and select appropriate venues
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Arrange transportation, accommodation, and vendor services, including vendor contracts using Ares protocols
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Create and manage a detailed task list and timeline
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Coordinate with stakeholders and keep them informed
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Oversee setup, execution, and breakdown of the event
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Conduct debriefs, gather feedback, and handle follow-up tasks
Office Management
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Manage local vendor population ensuring first class services are provided to the office
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Liaise with building management regarding facilities issues within the space
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Assist in emergency preparedness initiatives and training for personnel.
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Coordinate supplemental cleaning of the space as necessary
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Manage local parking access
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Inventory, order, and distribute office and pantry supplies
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Review and approve vendor and facilities invoices
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Work with International Head of facilities and local business leads to assign seating.
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Assist International Head of facilities with local office build outs.
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Coordinate Ares Corporate Services programs on a local level.
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Manage and Maintain access control system as an administrator.
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Manage and Administer Ares Maps for the office.
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Provide back up support for driving/messenger duties
Education:
Bachelor’s Degree strongly preferred, but not required
Experience Required:
Minimum 5-7 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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Event planning, 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 a plus
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Valid Driver’s License with a clean driving record
Reporting Relationships
Administrative Manager
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.
