Administrative Manager

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:

Responsibilities relating to the Administrative Manager component of the role:

• Drive planning and approvals around administrative role needs and support assignments
• Drive the regional admin hiring process with HR, including in-take meetings, interviews, and debrief / candidate evaluation meetings alongside the assigned recruiters
• Make offer recommendations as it pertains to candidate selection
• Partner with and approve the onboarding plan for new admin hires in the region
• Partner with other administrative staff managers across the firm’s regions to prioritize and implement efficiency-enhancing process and technology improvements, help plan townhalls, learning and development programs, admin program intranet presence, etc.
• Stay close to the team to ensure appropriate workload balancing and teamwork where needed to meet business goals in a sustainable way
• Manage teambuilding mechanisms and programs to encourage and promote teamwork, cooperation and camaraderie across the region’s administrative population
• Manage performance evaluation processes by delivering feedback in a constructive and effective way and holding others accountable if/when falling short of expectations; provide recommendations for merit increases and annual bonus rewards
• Facilitate developmental opportunities/coaching to team where there are weaknesses and/or development areas.
• Build and maintain exceptional client relationships, with knowledge of key dynamics related to business units in the region (most notably, Ares Asia). Partner with professionals by proactively seeking feedback and input to meet/exceed their support needs and expectations, always keeping business goals top of mind.
• Understand regionally specific administrative processes and help to streamline cross-cutting aspects appropriately, working with the relevant internal stakeholders.
• Align and motivate administrative team to achieve excellent results.

Responsibilities relating to the Executive Assistant component of the role:

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 to destinations in Asia. Compose detailed itineraries for travel and key meetings, coordinate professionals for their stay and local cab service
• Maintain document filing electronically and hard copy files in organized, timely manner.
• 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.
• Coordinate various mailings (USPS and 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 / overlap for other EA’s when needed

qualifications

Education & Experience:

• Bachelor's degree or equivalent experience
• People management experience, ideally in the administrative area
• Human Resources experience is a plus
• Process improvement experience is a plus
• Financial services industry experience is a plus
• Proficiency with Microsoft Office suite – particularly Outlook, Excel, and PowerPoint

Skills and Abilities Required:

• Understand the dynamics of administrative teams, as well as other role types in financial services
• Understand cultural sensitivities and the value of diverse viewpoints
• Excellent interpersonal skills
• Emotional intelligence
• Open minded, good listener
• Strong communication skills and team orientation
• Model leadership behaviors
• Ability to successfully manage multiple priorities and competing demands
• Strong client service orientation
• High accuracy and detail orientation
• Good judgment in terms of escalating issues vs. solving problems independently
• A solutions-oriented, self-starter and ability to see the big picture and strategize
• A demonstrated ability to research and leverage available resources to accomplish the task at hand
• Comfort in dealing with ambiguity and uncertainty in a dynamic and fast-paced environment
• Must be agile/flexible and able to multi-task and respond quickly to changing priorities
• An analytical mind and a passion/interest in bringing new ideas to increase efficiency of existing processes
• Dependable, great attitude, highly motivated and a team player
• Confident, honest, committed, passionate, has humility, empathy, accountability, self-awareness, and integrity
• Ability to handle confidential information appropriately
• Fluency in Cantonese/ Mandarin desirable
   

  About Ares Asia

  With a pan-Asian presence, Ares Asia is one of the largest alternative asset managers in Asia-Pacific with approximately US$15.1 billion in assets under management. Led by a highly experienced management team that has delivered attractive investment performance across various market cycles, transaction types and Asian countries, Ares Asia leverages its broad geographical footprint and extensive infrastructure in the region to make credit, private equity and special situations investments on behalf of its institutional client base.

  Ares Asia’s team has been consistently recognized for industry accolades, including Private Debt Investor’s Distressed Debt Investor of the Year, Asia-Pacific in each of the last six years. Ares Asia was founded in 2009 as SSG Capital and was renamed after the acquisition in July 2020 by Ares Management Corporation (NYSE: ARES), a leading global alternative investment manager operating integrated businesses across credit, private equity and real estate.

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.