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Executive Assistant/Office Manager

Ares Management -
Ciudad de México, CDMX

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Información del empleo

Tiempo completo

Cualificaciones

Microsoft Powerpoint
Microsoft Word
Microsoft Excel
Microsoft Outlook
Licenciatura
Servicios financieros

Descripción completa del empleo

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 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.

Primary functions and essential responsibilities

Executive Assistant

Meetings & Calendaring:

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

Travel & Expenses:

Coordinate all aspects of domestic and international travel (air, ground, and lodging); manage payment and maintain real-time tracking of meeting and itinerary changes
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

Event Planning:

Understand the purpose and objective of the event
Establish and track the budget
Research and select appropriate venues
Arrange transportation, accommodation, and vendor services, including vendor contracts using Ares protocols
Create and manage a detailed task list and timeline
Coordinate with stakeholders and keep them informed
Oversee setup, execution, and breakdown of the event
Conduct debriefs, gather feedback, and handle follow-up tasks

Office Management

Manage local vendor population ensuring first class services are provided to the office
Liaise with building management regarding facilities issues within the space
Assist in emergency preparedness initiatives and training for personnel.
Coordinate supplemental cleaning of the space as necessary
Manage local parking access
Inventory, order, and distribute office and pantry supplies
Review and approve vendor and facilities invoices
Work with International Head of facilities and local business leads to assign seating.
Assist International Head of facilities with local office build outs.
Coordinate Ares Corporate Services programs on a local level.
Manage and Maintain access control system as an administrator.
Manage and Administer Ares Maps for the office.
Provide back up support for driving/messenger duties

Qualifications

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:

Effective prioritization of multiple professionals
Travel coordination; domestic & international
Event planning, 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
Background in financial services a plus
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.

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