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

Ares Asia is looking to hire an Executive Assistant for its Hong Kong office. Reporting to the Asia Administrative Manager, this position is part of the wider regional Administration team in supporting Ares Asia’s professionals. The role will provide full range of administrative assistant services to multiple senior professionals as well as provide additional value-add assistances, such as operational or project-based support.

Primary Functions and Essential Responsibilities​

• Extensive coordination and scheduling of regional and global meetings, conference calls, meeting material presentation and distribution

• Manage calendars and scheduling requirements for designated client group and related logistics such as: booking conference rooms, audio visual equipment, documentation, and catering

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

• Maintain document filing electronically and hard copy files in organized, timely manner

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

• Manage business travel arrangements, including logistics arrangements and liaising with external clients

• Manage monthly expense report coordination and submission of claims for processing

• Assist in organizing events and department activities (AGM, all-hands meetings, off-sites, and team social events)

• Act as a liaison for partner’s direct reports, and support the broader Executive Administration team in department or company-wide activities

• Collaboration with other Executive Assistants in all jurisdictions in arranging travel, meetings, and projects

• Provide back-up support to other Executive Assistants, this includes all administrative tasks for each of their primary professionals, including managing inbound calls, preparing documents, coordinating meetings etc.

• Assisting in ad-hoc project administration support when required

Qualifications​

• Bachelor’s degree desired or equivalent experience with good academic record

• Minimum 5 years of administrative experience at the senior executive level or equivalent experience

• Excellent written and oral communication skills

• Strong verbal and written communication skills in English; Korean will be a plus

• Proficiency in Microsoft Outlook, Microsoft Word, Excel, PowerPoint, SharePoint and Concur

• High level of integrity and discretion in handling sensitive and/or confidential information

• Highly motivated, organized, and able to work effectively with minimal supervision

• Strong organizational skills, meticulous and attention to detail

• Able to work with a high degree of autonomy as well as part of a team

• Experience in managing relationships across all levels

• Able to work under pressure and meeting tight deadlines

Reporting Relationships

Administrative Manager, Asia ex-Japan

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.