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Executive Assistant

1 month ago

Jakarta, Indonesia Ares Management Full time

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:
General Administration
- Can perform administrative activities for the full range of professional levels, with performance expectations reflecting significant experience and ability to operate well
- Collection and processing team expenses for both cash and American Express using the company expense system.
- Creating meeting agendas and printing and binding marketing presentations.
- Remain aware of professionals’ whereabouts and their upcoming meetings/calls, providing reminders when necessary to keep them on track, on time, and prepared. Dial in to conference calls. Print documents associated with the meeting ahead of time prior to meeting
- Answer high volume of calls in a professional and pleasant manner
- Screen calls and take messages as appropriate with sensitivity to professionals’ key contacts versus superfluous call
- Handle copy/print jobs that will entail high volume output, binding and distribution to relevant recipients
- Assist with special projects as requested by team
- Supporting the other Executive Assistants where necessary/holiday cover

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.
- Collaborating closely with other Executive Administrators globally when necessary.
- Coordination of complex international travel arrangements for road shows including flight / hotel bookings, trains and ground transportation. Creation of detailed itineraries.

qualifications

**Education**:

- Bachelor’s Degree required

Experience Required:

- Proven experience of 5 to 8 years as an Executive Assistant / Administrative Assistant supporting a team of senior professionals in a professional, fast-paced environment
- Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, OneNote, Teams)
- Fluent in Indonesian and English
- Experience preparing agendas, calendars and travel management (domestic and international)
- Experience in financial industry preferred
- Experience working in a team environment with multiple Executive Assistants to support and cover business needs preferred

General Requirements:

- Dependable, great demeanor, highly motivated and a standout colleague
- Strong attention to detail and highly organized
- Adept at managing multiple tasks in a fast-paced environment for multiple professionals with the ability think ahead
- Exceptional client service skills and demonstrates passion and flexibility
- Outstanding interpersonal and communications skills and the ability to effectively collaborate with professionals at all levels
- Demonstrates excellent organizational skills, business maturity, enthusiasm and a positive attitude
- Highly motivated work ethic, with the ability to recognize when a job needs to be done and the capability to do it completely, assuming responsibility for total quality
- Ability to handle confidential information appropriately
- Good judgment in terms of calling out issues vs. solving problems independently

Reporting Relationships

Administrative Manager