Executive Assistant

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

The Executive Assistant will be responsible for providing administrative assistance for professionals within the Global Client Solutions team within the Ares Japan Office. The person in this role must be a self-starter, take initiative and demonstrate excellent follow-up skills.

The candidate will be responsible for providing seamless, professional support to enable the smooth running of the team and the business.

Primary Functions & Essential Responsibilities

Meeting management

• Extensive coordination and scheduling of internal/external meetings and conference calls, video conference meetings for the team both internally/externally with clients and Ares global offices
• Liaising with other Executive Administrators globally when necessary
• Coordination of complex international travel arrangements for road shows including flight/hotel bookings, trains, and ground transportation; arranging Visa’s where necessary and creating detailed travel itineraries
• Minimal editing of PowerPoint documents and general correspondence (internal and external)
• Creating meeting agendas
• Printing and binding marketing presentations
• Responsibility for keeping the client relationship database (Salesforce) and the investor portal document management system (Intralinks) up-to-date with client information (i.e. business cards and e-mails)

Event Planning

• Partnering with the team and other Executive Assistants to organise events, including social investor events (e.g. dinner, cocktail events) and the firm’s marketing presence at conferences
• Managing and reporting on the budget allocated for each event and arranging payment of all invoices
• Coordination of the invitations (tracking attendance)
• Running the event on the day where necessary, and managing the third-party providers before, during and after the event. May require occasional event-related travel

General Administration

• Timely collection and processing of team expenses for both cash and American Express using the company expense system
• Supporting the other Executive Assistants where necessary
• Phone coverage for the team and taking detailed messages
• Register professionals for conferences and networking events
• Obtain compliance approval where necessary
• Provide backup support to other administrative team members where necessary
• Coordinate various mailings (USPS & FEDEX) where required

Qualifications

• Bachelor’s Degree a plus but not essential
• Minimum of 5 years of experience as an Executive/Administrative Assistant supporting a team in a professional, fast paced environment
• Strong attention to detail and highly organised
• Strong client service orientation
• Effective prioritisation of multiple professionals
• Heavy travel coordination; domestic and international
• Excellent written and verbal communication skills
• Ability to represent the team in a positive way through interactions with other internal teams, as well as external clients, investors, and partners
• Technical proficiency is mandatory; programs used include, MS Word, Excel, PowerPoint, Outlook
• Client Relationship Systems management is a plus
• Experience in financial services a plus
• Good judgment as to when to escalate issues vs. solving problems independently
• Working in a team of professional Executive Assistants to support and cover the business requirements where necessary

Reporting Relationships

Office and Administrative Manager, Japan Region

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.