Urwah Admin

Ares Management

<div><div><i>Over the last 20 years, Ares&rsquo; success has been driven by our people and our culture. Today, our team is guided by our core values &ndash; Collaborative, Responsible, Entrepreneurial, Self-Aware, Trustworthy &ndash; 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.</i></div><div></div><div>
Job Description</div><div></div><div>
Summary:</div><div></div><div>
The Executive Assistant will be responsible for providing administrative assistance for professionals within the Global Client Solutions team in our Dubai Office. The person in this role must be a self-starter, take initiative and demonstrate excellent follow-up skills as well as be able to handle a large workload in a fast-paced environment.</div><div>
The candidate will be responsible for providing seamless, professional support to enable the smooth running of the team, the office and the business.</div><div></div><div>
Primary Functions and Essential Responsibilities:</div><div></div><div>
Meeting Management</div><ul><li>
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.</li><li>
Liaising with other Executive Administrators globally when necessary.</li><li>
Coordination of complex international travel arrangements for road shows including flight / hotel bookings, trains, and ground transportation; arranging Visa&rsquo;s where necessary and creating detailed travel itineraries.</li><li>
Minimal editing of PowerPoint documents and general correspondence (internal and external)</li><li>
Creating meeting agendas</li><li>
Printing and binding marketing presentations.</li><li>
Responsibility for keeping the investor portal document management system (Intralinks &amp; salesforce) up-to-date with client information (i.e. business cards and e-mails).</li></ul><div></div><div>
Event Planning</div><ul><li>
Partnering with the Event team and other Executive Assistants to organise events, including social investor events (e.g. dinner, cocktail events) and conferences</li><li>
Managing and reporting on the budget allocated for each event and arranging payment of all invoices.</li><li>
Coordination of the invitations (tracking attendance).</li><li>
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.</li></ul><div></div><div>
General Administration</div><ul><li>
Timely collection and processing of team expenses for both cash and American Express using the company expense system.</li><li>
Processing and approving invoices through the company accounts portal (Coupa)</li><li>
Supporting the other Executive Assistants where necessary.</li></ul><div></div><div>
Office Management</div><ul><li>
Key contact for Building management with regards to maintenance issues</li><li>
Arranging Building Access Cards and managing all security requirements for the office</li><li>
Managing Health and Safety and Fire Safety protocols</li><li>
Ordering Groceries and supplies for the office</li><li>
Setting up and managing Office Supply contracts and dealing with all invoicing and accounts with relation to these</li><li>
Managing the Office Budgets alongside European Corporate Services</li></ul><div></div><div>
Education:</div><ul><li>
Bachelor&rsquo;s Degree a plus but not essential</li><li>
Minimum 3-5 years of experience as an Administrative Assistant or 5-7 years as an Executive Assistant supporting a team in a professional, fast paced environment.</li></ul><div></div><div>
Experience / Skills Required:</div><ul><li>
Strong attention to detail and highly organised.</li><li>
Strong client service orientation.</li><li>
Experience in financial services required</li><li>
Effective prioritisation of multiple professionals.</li><li>
Heavy travel coordination; domestic &amp; international.</li><li>
Excellent written and verbal communication skills.</li><li>
Ability to represent the team in a positive way through interactions with other internal teams, as well as external clients, investors, and partners.</li><li>
Technical proficiency is mandatory; programs used include, MS Word, Excel, PowerPoint, Outlook.</li><li>
Client Relationship Systems management is a plus.</li><li>
Good judgment as to when to escalate issues vs. solving problems independently.</li><li>
Working in a team of professional Executive Assistants to support and cover the business requirements where necessary.</li></ul><div></div><div>
Reporting Relationships</div>
International Administrative Manager Lead<div></div><div><i>
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.</i></div></div>

Executive Assistant

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Ares Management

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Executive Assistant