Executive Assistant / Office Manager

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 Boston 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.

• 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
• Manage payment and maintain real-time tracking of meeting and itinerary changes – duplicate from line above
• 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

• 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.
• Other duties as assigned.

Education: Bachelor’s Degree strongly preferred, but not required

Experience Required: Minimum 3-5 years of experience as an Executive Assistant supporting a team of professionals in a fast-paced environment and 3-5 years of experience managing an Office.

• Effective prioritization of multiple professionals

• Travel coordination; domestic & international
• Technical proficiency: programs used include MS Word, Excel, PowerPoint, Outlook, and Zoom

• Participation in general administrative duties, ad-hoc projects
  • Experience in managing multiple calendars, scheduling appointments, and screening incoming calls
  • 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+