Administrative Assistant and Office Manager

Ares Management is seeking an Administrative Assistant/Office Manager with strong administrative support and organizational skills to provide high level support to professionals in a fast-paced environment in our Bellevue office. The role provides administrative support by managing heavy calendaring, coordinating travel, handling expense reports, and answering calls, among other general support responsibilities. Additionally, it includes office management services. 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.

• 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
• 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

• Liaise with building management regarding issues within office space
• Coordinate supplemental cleaning of the space as necessary
• Oversee local parking and badge access
• Inventory, order, and distribute office and pantry supplies
• Work with Facilities team and local business leads with projects and space planning
• Coordinate Ares US Corporate Services programs on a local level
• Maintain an ongoing Reception Desk presence as needed
• Mail Services - Sorting/scanning/shipping
• Strong onsite presence (Monday-Friday) and after hours when needed

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

Experience Required: Minimum 3-5 years of experience as an Administrative Assistant or Office Manager.

General Requirements:

• 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
• Background in financial services a plus