Administrative Assistant

### *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 is seeking an Administrative Assistant with strong administrative support and organizational skills to provide high level professional support to professionals for our Real Estate team in our San Paolo, Brazil office. Support needs include managing heavy calendars, coordinating travel, handling expense reports, and answering calls, among other general support responsibilities to ensure efficient and smooth day-to-day operations. Light personal assistance for the senior level professional needed. The ideal candidate should have excellent oral and written communication skills and be highly motivated and professional; with an ability to take initiative and think critically. Must exercise a high level of discretion. Ares looks for people who are enthusiastic to grow their skills and take on new responsibilities to provide high-level value-add support for the professionals they cover, along with a willingness to pitch in and collaborate with other administrative team members, including sharing backup coverage needs. # Primary functions and essential responsibilities **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 - 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) - 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 - Coordinate setting 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 - 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** - Answer phones, screen calls, and take messages as appropriate - Maintain documents, records, reports in a discreet and confidential manner - Perform professional information research as needed - 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 the Collaboration 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 (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 as part of a rotating schedule for Reception coverage during lunch hou…