Administrative Assistant
vor 4 Monaten
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 Administrative Assistant will be responsible for providing administrative assistance for professionals within the Ares Frankfurt and Amsterdam Office. The person in this role must be a self-starter, take initiative, have a strong work ethic and attention to detail as well as be able to multi-task. Strong MS Office skills and fluency in both German and English language is essential.
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 including flight / hotel bookings, trains and ground transportation. Creation of detailed itineraries.
Event Planning
- Arranging Client and Internal events for the Frankfurt team
- 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.
General Administration
- Collection and processing team expenses for both cash and American Express using the company expense system.
- Preparation of translations and creation of general correspondence in German and English
- Providing reception support, welcoming clients, preparing meeting rooms and answering phones
- 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
- Screen calls and take messages as appropriate with sensitivity to professionals’ key contacts versus superfluous call
- Manage copy/print jobs that will entail high volume output, binding and distribution to relevant recipients.
- Assist with special projects as requested by team
- Providing support to the Office Manager where necessary
**Education**:
- Bachelor’s Degree preferred but not essential
- 1- 3 years of experience as an Executive / Administrative Assistant supporting a team in a professional, fast paced environment.
Experience / Skills Required:
- Strong attention to detail and highly organised.
- Strong client service orientation.
- Effective prioritization of multiple professionals
- Travel coordination; domestic & international.
- Excellent, error-free written and verbal communication skills in both German and English
- 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.
- Flexibility and Adaptability
- Experience in financial services is a plus.
- Good judgment as to when to escalate issues vs. solving problems independently.
Reporting Relationships
Administrative Manager
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