Receptionist & Administrative Assistant - 12 Month FTC

at  Ares Management

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
Summary:
This Receptionist/Administrative Assistant will be responsible for covering front desk of our Main London Office, as well as supporting professionals.
The person in this role must be a self-starter, take initiative and demonstrate excellent front of house representation, communication, and follow-up skills.
The candidate will be responsible for providing exceptional customer services to all visitors and seamless, professional support to enable the smooth running of the team and the business.
Primary Functions and Essential Responsibilities:

Reception Services

• Open and Close Front Desk (8:00am – 5:00pm)
• Meet & Greet all visitors, show them to the meeting rooms, offer refreshments
• Preparing and tidying meeting rooms
• Arranging catering and set up for Meetings
• Answering phone calls and ensuring they are redirected accordingly
• Coordinate Conference room scheduling
• Registering Guests with Building security
• Arranging couriers & post
• Receiving Mail and deliveries

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, compose detailed itineraries for travel and key meetings, coordinate professionals for their stay and local cab service
• 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.
• Miscellaneous projects and support leverage for professionals as needed, including event management which may require occasional travel

Education:

• Bachelor’s Degree preferred but not essential.
• 2- 4 years of experience covering Reception / Administrative Assistant supporting a team of professionals in a professional, fast paced environment.

Experience / Skills Required:

• Attention to detail and organised.
• Strong client service orientation.
• Effective prioritization of multiple professionals.
• Travel coordination; domestic & international.
• Excellent, error-free written and verbal communication skills.
• Ability to represent the team in a positive way through interactions with other internal teams, as well as external clients, investors, and partners.
• Technical proficiency is mandatory; programs used include, MS Word, Excel, PowerPoint, Outlook.
• Experience in financial services a plus.
• Good judgment as to when to escalate issues vs. solving problems independently.
• Working in a team of professional Administrative & Executive Assistants to support and cover the business requirements where necessary.

About Ares Management
Ares Management Corporation (“Ares” or the “Firm”) is a publicly traded, leading global alternative asset manager with approximately $395 billion of assets under management (“AUM”) and over 2,800 employees. We seek to deliver attractive performance to our investor base across our investment groups and strategies, including credit, private equity and real estate. The firm is headquartered in Los Angeles with offices across the United States, Europe, Asia and Australia. Our common stock is traded on the New York Stock Exchange under the ticker symbol “ARES”.
Ares Management LLC (together with its related operating and administrative subsidiaries, “Ares Management”) is an Equal Employment Opportunity employer and considers all applicants for employment without regard to race, color, religion, ethnicity, creed, sex, age, national origin, alienage or citizenship status, disability, medical condition, pregnancy, marital status, partnership status, sexual orientation, status regarding public assistance, military or veteran status, domestic violence victim status, gender identity and expression, transgender status, genetic information, status as unemployed, political affiliation or any other characteristic protected by federal, state or local law.
Ares Management will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Chance Initiative for Hiring Ordinance.
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

Please refer the Job description for details