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Senior Associate, Administrative Manager (Shift Lead)

senior · Operations

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

Reporting relationships

Reports to:  Associate Vice President, Administration Manager

Supervises: BST/EST/PST Admin Shift

Primary functions and essential responsibilities

Responsibilities relating to the Administrative Manager component of the role:

• Drive planning around administrative role needs and support assignments
• Take part in the recruiting efforts including in-take meetings, interviews, and debrief / candidate evaluation meetings alongside the assigned recruiters.
• Provide new starter training and certification testing for new admin assistants.
• Partner with the India admin manager to obtain rosters for new starters, communicate effectively to all professionals involved, collect feedback, and generally ensure the program is operating in alignment with business requirements.
• Partner with the India Admin Manager to prioritize and implement efficiency-enhancing process and technology improvements, help plan India Admin townhalls and necessary learning and development programs
• Partner with the
• Stay close to the team to ensure appropriate workload balancing and teamwork where needed to meet business goals in a sustainable way
• Alongside the India Admin Manager, 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. Partner with professionals by proactively seeking feedback and input to meet/exceed their support needs and expectations, always keeping business goals top of mind.
• Manage Sickness / lateness and holiday coverage for the relevant time zone shift
• Align and motivate administrative team to achieve excellent results

Responsibilities relating to the Executive Assistant component of the role:

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; arranging Visa’s where necessary and creating detailed travel itineraries.
• Minimal editing of PowerPoint documents and general correspondence (internal and external)
• Creating meeting agendas

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)
• Managing Signatories through Docusign

Qualifications

Education:

• Education: Bachelor's degree or equivalent experience
• Experienced Executive Assistant with 5-7 years 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

Experience / Skills 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 behaviours
• 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
• 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

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.