Executive Assistant - Office Manager

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:

• Meetings & Calendaring

• Extensive coordination and scheduling of internal and external meetings, conference calls, and video conference meetings, utilizing Outlook and Zoom on behalf of supported professionals; includes arranging for any catering and document distribution
• Prioritize Outlook calendar items on behalf of professionals, informing them of meeting changes and keeping them on schedule throughout the day
• Schedule meetings and conference rooms as necessary using Ares protocol

• Travel & Expenses

• Coordinate all aspects of domestic and international travel (air, ground, lodging and dining, meeting material preparation, etc.); manage payment and maintain real time tracking of meeting and itinerary changes
• Maintain current passports and necessary visas
• Compose detailed itineraries for 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
• Organize and create cash and AMEX expense reports using Ares’s expense system, Concur

• Daily & On-going

• Coordination of travel for Global managers to destinations in Asia. Compose detailed itineraries for travel and key meetings, coordinate professionals for their stay and local cab service
• Maintain document filing electronically and hard copy files in organized, timely manner.
• Assist with office event logistics and coordination as needed.
• Ad hoc projects as assigned
• Register professionals for conferences and networking events in a timely manner
• RSVP to events on behalf of professionals
• Provide back-up support to other administrative team members in Phone Group when they are at lunch, out sick or on vacation; this includes all administrative tasks for each of their primary professionals, including managing inbound calls, preparing documents, coordinating meetings, etc.
• Coordinate various mailings (USPS and FedEx) and assist other administrative team members in the process when necessary
• Miscellaneous projects and support leverage for professionals as needed, including event management which may require occasional travel
• Serve as secondary support / overlap for other EA’s when needed

• Responsibilities relating to the Facilities component of the role.

• Ensure routine operations from facilities standpoint are functioning efficiently in Hong Kong
• Ensure adherence to proper desk setups for all new hires and guests, ensuring required items are in place.
• Ensure employee photograph session for new joiners.
• Authorize various operational expenses for Facilities, including overseeing local Ares Asia office invoices as an L1 approver.
• Allocate team member seating, working in conjunction with local leadership.
• Administer Ares Maps for local offices in support of APAC Regional Facilities Manager
• Administer Brivo Access control for local offices in support of APAC Regional Facilities Manager
• Ensure adherence to employee onboarding and off-boarding processes from a Facilities standpoint for Ares Asia regional offices in support of APAC Regional Facilities Manager
• Close onboarding and offboarding tickets for the Ares Asia local offices in support of APAC Regional Facilities Manager
• Timely renewal of Ares Asia offices’ services contracts, i.e.: Canon printer, cleaning vendors, etc, working in collaboration with APAC Regional Facilities Manager

qualifications

Education & Experience:

• Bachelor's degree or equivalent experience
• 7+ years of experience in an administrative role, preferably in financial services
• Proficiency with Microsoft Office suite – particularly Outlook, Word, Excel, PPT

General Requirements:

The ideal candidate should have the following:

• Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment
• Excellent writing and communication skills in English and Chinese are required
• Must be very organized
• Ability to manage time and priorities well in a deadline-driven, fast paced department
• Excellent problem-solving capabilities, with timely resolution, demonstrating an ability to work independently with limited guidance and exercise independent judgment, including knowing when to elevate concerns or issues.
• Strong interpersonal skills and ability to multi-task
• Strong phone etiquette
• Technology savvy and willing to learn new systems

Reporting Relationships

Administrative 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.