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, LLC is seeking an Executive Assistant with strong administrative and organizational skills to provide high-level support to multiple professionals in a fast-paced environment in our Miami office.  

The role consists of answering calls, collecting receipts and processing expense reports, coordinating travel, heavy calendaring/scheduling across various time zones among other general support responsibilities. The role also includes Corporate Services and Reception support. The ideal candidate must be a self-starter and demonstrate excellent customer service and follow-up skills. Ares looks for people who are enthusiastic in growing their skills and taking on new responsibilities to provide high-level value-add support for the professionals they support, along with a willingness to pitch in and collaborate with other administrative team members, including sharing back-up coverage needs.  

Primary functions and essential responsibilities 

Executive 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 arranging for 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 – duplicate from line above 

• Maintain current passports and necessary visas, as relevant 

• Compose detailed itineraries for all 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 

• Be on call for necessary changes, including after hours 

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