Executive Assistant - Insurance

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 experienced Executive Assistant (EA) with strong administrative support and organizational skills to provide high level professional support to executives within our Ares Insurance Solutions team.

Administrative support needs include managing a heavy and dynamic calendar, coordinating travel, handling expense reports, and answering calls from investors and other outside business partners, among other general support responsibilities, to ensure efficient and smooth day-to-day operations. 

The ideal candidate must be proactive and operate at the goal level in providing insights and advice to top Secondaries professionals.  The candidate must have excellent oral and written communication skills and be highly motivated and professional, with strong business judgment and an ability to think critically in a fast-paced environment.  The candidate must also exercise a high level of discretion and confidentiality in all areas of the role.

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

Meetings and Calendaring

• Goal-level calendar management, reflecting executive’s and department’s priorities and adapting as necessary, with excellent and proactive communication to involved parties

• Extensive coordination and scheduling of internal and external meetings and conference calls, video conference meetings utilizing Outlook calendar and Zoom for senior level executives; includes arranging for catering, document distribution and ensuring conference room technology setup

• Prioritize Outlook calendar items and informing the supported professional of meeting changes to keep them on schedule throughout the day

• Manage communications between senior management, investors, and their assistants, coordinate conference calls, in-person meetings and distribution of relevant information

• Source and print meeting or call-related documents in a timely manner prior to meeting commencement for respective participants

• Schedule meetings and conference rooms as necessary using Ares protocol

• Coordinate set up and clean up for catered meetings in conference rooms

  Communications Leverage

• Assist with communications and email management for the executive supported, including drafting responses for approval and communicating with internal and external professionals as necessary.

• Act as a gate for inbound requests from internal and external investment professionals and have the ability to make judgments regarding criticality and compiling/presenting follow-ups and action items for decision-making

Travel and Expenses

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

• Compose detailed itineraries for all travel and key meetings, print boarding passes and check-in executive for flights

• Organize and create cash and AMEX expense reports using Ares’s expense system, Concur

• Heavy collaboration with other assistants in the department arranging travel and meetings

• Maintain all relevant traveler profile information including passports, visas, and other documentation requirements

• Compose detailed itineraries for 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

Project Work

• Miscellaneous projects as needed, including financial analyses, coordination with third party service providers, and event management

• After-hours and weekend accessibility and responsiveness

• Participate in and help drive EA Program projects and initiatives that benefit administrative team members across the firm

Daily and Ongoing

• Answer phones, screen calls, and take messages as appropriate

• Maintain documents, records, reports in a discreet and confidential manner

• Perform professional information searches and professional biography searches as needed

• Register professionals for conferences and networking events in a timely manner

• RSVP to client events on behalf of professionals

• Coordinate various mailings (USPS and FedEx) and assist other assistants in the process when necessary

• Print/bind decks and presentations when needed

• Other duties as assigned

Collaboration

• Provide back-up support to other senior executives when needed - this includes all administrative tasks, including managing inbound calls, preparing documents, coordinating meetings etc.

• Partner with other assistants to develop systems and problem solve when needed

QUALIFICATIONS

Education: Bachelor’s degree

Experience Required:

• 5+ years as an Executive Assistant level experience supporting C-suite level executive(s)

• Financial services experience

General Requirements:

• Professional presence and excellent interpersonal skills; strong phone etiquette

• Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment

• Ability to manage time and priorities well in a deadline-driven, fast paced department

• Flexible and able to multi-task and respond quickly to changing priorities

• Highly responsive and able work on evenings and weekends as needed

• Excellent problem-solving capabilities with timely resolution, demonstrating an ability to work independently with limited guidance and exercise independent judgment, including knowing when to elevate concerns or issues.

• Able to anticipate problems and develop appropriate solutions while considering multiple viewpoints

• Excellent, error-free written and verbal communication skills

• Extremely detail oriented and highly organized

• Proficient in Microsoft Office (Outlook, PowerPoint, Excel, Word)

• Strong client service orientation

• Ability to maintain professional demeanor in all situations

Reporting Relationships

Compensation

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.