Executive Assistant

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, Excel, PowerPoint, Outlook.
• Client Relationship Systems management is a plus.
• Good judgment as to when to escalate issues vs. solving problems independently.
• Working in a team of professional 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.