Executive Assistant / Office Manager - Miami

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 – 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 

Corporate Services Duties 

• 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.