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Administrative Assistant role at Ares Management in Sao Paulo – manage calendars, travel, expenses.

Support Real Estate team with high-level admin tasks from scheduling to expense reports.

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

Ares Management is seeking an Administrative Assistant with strong administrative support and organizational skills to provide high level professional support to professionals for our Real Estate team in our San Paolo, Brazil office. Support needs include managing heavy calendars, coordinating travel, handling expense reports, and answering calls, among other general support responsibilities to ensure efficient and smooth day-to-day operations. Light personal assistance for the senior level professional needed. The ideal candidate should have excellent oral and written communication skills and be highly motivated and professional; with an ability to take initiative and think critically. Must exercise a high level of discretion. Ares looks for people who are enthusiastic to grow their skills and take on new responsibilities to provide high-level value-add support for the professionals they cover, along with a willingness to pitch in and collaborate with other administrative team members, including sharing backup coverage needs.

Primary functions and essential responsibilities

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

Goal-level calendar management, reflecting professionals’ priorities and adapting as necessary, with excellent communication to involved parties and stakeholders (including senior firm management and their assistants)

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

Coordinate setting up and clean up conference rooms for catered meetings

Travel & Expenses

Coordinate all aspects of domestic and international travel (air, ground, and lodging); 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

Answer phones, screen calls, and take messages as appropriate

Maintain documents, records, reports in a discreet and confidential manner

Perform professional information research as needed

RSVP to events on behalf of professionals

Provide back-up support to other administrative team members in the Collaboration 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 (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 as part of a rotating schedule for Reception coverage during lunch hour and breaks, when and where needed

Other duties as assigned

Qualifications

Education: Bachelor’s degree or equivalent work experience required

Experience Required:

Minimum 3-5 years of experience in an Administrative Assistant role, preferably in financial services

Proficiency with Microsoft Office suite – particularly Outlook, Word, Excel, PPT, CoPilot

Knowledge of Concur, is a plus

General Requirements:

The ideal candidate should have the following:

Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment

Excellent writing and communication skills in English and Portuguese are required

Must be very organized

Ability to manage time and priorities well in a deadline-driven, fast paced department

Excellent problem-solving capabilities, with timely resolution, demonstrating an ability to work independently with limited guidance and exercise independent judgment, including knowing when to elevate concerns or issues.

Strong interpersonal skills and ability to multitask

Strong phone etiquette

Technology savvy and willing to learn new systems in a short period of time

Highly responsive and able work on evenings and weekends when needed to support business needs

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.

Administrative Assistant