Administrative Assistant

Job Description

Ares Management is seeking an Administrative Assistant with strong administrative support and organizational skills to provide high level support to professionals in a fast-paced environment in our Denver office. The role provides administrative support by managing heavy calendaring, coordinating travel, handling expense reports, answering calls, and mail sorting among other general support responsibilities. May additionally include Reception Desk coverage and office services as needed. 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 business professionals they cover, along with a willingness to pitch in and collaborate with other administrative team members, including sharing backup coverage needs.

Administrative 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 organizing 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

Additional Office Services:

• Mail Sorting - Sorting/scanning a high volume of property tax notices
• Reception Coverage – Act as a primary point of contact with front desk coverage as needed.

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

Experience Required:

• Minimum 3-5 years of experience as an Administrative Assistant supporting a team of professionals in a fast-paced environment.

• Proficiency with Microsoft Office suite – particularly Outlook, Word, Excel, PPT

General Requirements:

The ideal candidate should have the following:

• Effective prioritization of multiple professionals
• Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment
• Excellent writing and communication skills are required
• Must be very organized
• Ability to manage time and priorities well in a deadline-driven, fast paced department
• 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.
• Strong interpersonal skills and ability to multitask
• Strong phone etiquette
• Technology savvy and willing to learn new systems in a short period of time
• Highly responsive and able work evenings and weekends when needed to support business needs
• Background in financial services a plus

Reporting Relationships

Compensation

$55,000 - $65,000

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.