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 Relationships
Administrative Manager