Job Description
Ares is currently seeking an Administrative Assistant to join and support our Sydney team, who will also be part of the broader administrative function, which is a centralized team whereby Executive Assistants support the professionals they are aligned with in their respective business units.
In this role, you will provide seamless, professional support to ensure the team and the broader business run smoothly from an administrative standpoint. You are a self‑starter who takes initiative and communicates proactively with strong follow‑up. You manage your time well, stay organized, and can confidently prioritize multiple requests from several professionals.
You will also partner closely with the Office Manager/Executive Assistant to provide coverage during lunch breaks, holidays, and sick leave. Ideally, you have worked in a similar capacity—preferably in the finance industry—as an Executive or Team Assistant. This position calls for a hands‑on professional who delivers best‑in‑class support and high‑quality work in a fast‑paced, rapidly growing organization.
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; arranging Visa’s where necessary and creating detailed travel itineraries
Some editing of PowerPoint documents and general correspondence (internal and external)
Creating meeting agendas
Printing and binding marketing presentations
Event Planning
Partnering with the team and other Executive Assistants to organise events, including social investor events (e.g., dinner, cocktail events) and the firm’s marketing presence at 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/evening where necessary, and managing the third-party providers before, during and after the event
General Administration
Timely collection and processing of team expenses for both cash and American Express using the company expense system
Supporting the other Executive Assistant where necessary
Screen calls and take messages as appropriate with sensitivity to professionals’ key contacts versus superfluous call
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 and print documents associated with the meeting ahead of time prior to meetings
Assist with special projects as requested by the team
Cover Front office jointly with the Office Manager
Arrange Catering for in house meetings
Ensure office Kitchen is fully stocked
Qualifications
Bachelor’s Degree
Minimum 3 years as an Executive Assistant/Administrative Assistant supporting senior professionals in a fast‑paced, professional environment
Experience preparing agendas, managing calendars, and coordinating domestic/international travel
Financial industry experience preferred
Experience working within a team of Executive Assistants to support and cover business needs preferred
Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, OneNote, Teams)
Dependable, highly motivated, great attitude, and a team player
Strong attention to detail, highly organized, and adept at managing multiple tasks in a fast‑paced environment
Ability to think ahead and support multiple professionals simultaneously
Exceptional client service skills; demonstrates enthusiasm and flexibility
Outstanding interpersonal and communication skills; able to interface effectively 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 take full responsibility for quality
Ability to handle confidential information appropriately
Good judgment in knowing when to escalate issues versus solving problems independently
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.
