Executive Assistant

Executive Assistant page is loaded## Executive Assistant locations:
Dubai, UAEtime type:
Full time posted on:
Posted Yesterday job requisition :
R7185###
* 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:

** 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.

The candidate will be responsible for providing seamless, professional support to enable the smooth running of the team, the office and the business.
** Primary Functions and

Essential Responsibilities:

** 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.
* Liaising with other Executive Administrators globally when necessary.
* Coordination of complex international travel arrangements for road shows including flight / hotel bookings, trains, and ground transportation; arranging Visa’s where necessary and creating detailed travel itineraries.
* Minimal editing of PowerPoint documents and general correspondence (internal and external)
* Creating meeting agendas
* Printing and binding marketing presentations.
* Responsibility for keeping the investor portal document management system (Intralinks & salesforce) up-to-date with client information (i.e. business cards and e-mails).Event Planning
* Partnering with the Event team and other Executive Assistants to organise events, including social investor events (e.g. dinner, cocktail events) and conferences
* Managing and reporting on the budget allocated for each event and arranging payment of all invoices.
* Coordination of the invitations (tracking attendance).
* 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.

General Administration
* Timely collection and processing of team expenses for both cash and American Express using the company expense system.
* Processing and approving invoices through the company accounts portal (Coupa)
* Supporting the other Executive Assistants where necessary.

Office Management
* Key contact for Building management with regards to maintenance issues
* Arranging Building Access Cards and managing all security requirements for the office
* Managing Health and Safety and Fire Safety protocols
* Ordering Groceries and supplies for the office
* Setting up and managing Office Supply contracts and dealing with all invoicing and accounts with relation to these
* Managing the Office Budgets alongside European Corporate Services#
*
* Education:

*** Bachelor’s Degree a plus but not essential
* 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.
** Experience /

Skills Required:

*** Strong attention to detail and highly organised.
* Strong client service orientation.
* Experience in financial services required
* Effective prioritisation of multiple professionals.
* Heavy travel coordination; domestic & international.
* Excellent 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,…