Administrative Assistant, Receptionist

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 London Office, as well as acting as providing administrative support to professionals within the London office.

The person in this role must be flexible and adaptable to be able to provide seamless cover to teams within the business.

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 (8:30am – 5:30pm)
• 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

Meeting management

• 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 and Reception team globally when necessary
• Coordination of international travel arrangements for meetings including flight / hotel bookings, trains, and ground transportation.  Creation of detailed itineraries.
• Minimal editing of PowerPoint documents and general correspondence (internal and external)

General Administration

• Collection and processing team expenses for both cash and American Express using the company expense system. 
• Supporting the other Executive Assistants where necessary
• Holiday and sickness cover to other assistants within the London team

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.

Reporting Relationships

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.