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

Primary functions and essential responsibilities

Specific responsibilities include, but are not limited to:

General Administration

Can perform administrative activities for the full range of professional levels, with performance expectations reflecting significant experience and ability to operate well

Collection and processing team expenses for both cash and American Express using the company expense system.

Creating meeting agendas and printing and binding marketing presentations.

Remain aware of professionals’ whereabouts and their upcoming meetings/calls, providing reminders when necessary to keep them on track, on time, and prepared. Dial in to conference calls. Print documents associated with the meeting ahead of time prior to meeting

Answer high volume of calls in a professional and pleasant manner

Screen calls and take messages as appropriate with sensitivity to professionals’ key contacts versus superfluous call

Handle copy/print jobs that will entail high volume output, binding and distribution to relevant recipients

Assist with special projects as requested by team

Supporting the other Executive Assistants where necessary/holiday cover

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.

Collaborating closely with other Executive Administrators globally when necessary.

Coordination of complex international travel arrangements for road shows including flight / hotel bookings, trains and ground transportation. Creation of detailed itineraries.

qualifications

Education:

Bachelor’s Degree required

Experience Required:

Proven experience of 5 to 8 years as an Executive Assistant / Administrative Assistant supporting a team of senior professionals in a professional, fast-paced environment

Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, OneNote, Teams)

Fluent in Indonesian and English

Experience preparing agendas, calendars and travel management (domestic and international)

Experience in financial industry preferred

Experience working in a team environment with multiple Executive Assistants to support and cover business needs preferred

General Requirements:

Dependable, great demeanor, highly motivated and a standout colleague

Strong attention to detail and highly organized

Adept at managing multiple tasks in a fast-paced environment for multiple professionals with the ability think ahead

Exceptional client service skills and demonstrates passion and flexibility

Outstanding interpersonal and communications skills and the ability to effectively collaborate with professionals at all levels

Demonstrates excellent organizational skills, business maturity, enthusiasm and a positive attitude

Highly motivated work ethic, with the ability to recognize when a job needs to be done and the capability to do it completely, assuming responsibility for total quality

Ability to handle confidential information appropriately

Good judgment in terms of calling out issues vs. solving problems independently

Reporting RelationshipsAdministrative Manager

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.

R5073