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Administrative Manager

2 months ago

Hong Kong, Central and Western District, Hong Kong SAR China Ares Management Corporation Full time

About the Role


We are seeking an experienced Administrative Manager to join our team at Ares Management Corporation. The successful candidate will be responsible for driving planning and approvals around administrative role needs and support assignments.


Key Responsibilities



  • Drive the regional admin hiring process with HR, including in-take meetings, interviews, and debrief / candidate evaluation meetings alongside the assigned recruiters.
  • Make offer recommendations as it pertains to candidate selection.
  • Partner with and approve the onboarding plan for new admin hires in the region.
  • Partner with other administrative staff managers across the firm's regions to prioritize and implement efficiency-enhancing process and technology improvements.
  • Stay close to the team to ensure appropriate workload balancing and teamwork where needed to meet business goals in a sustainable way.
  • Manage teambuilding mechanisms and programs to encourage and promote teamwork, cooperation, and camaraderie across the region's administrative population.
  • Manage performance evaluation processes by delivering feedback in a constructive and effective way and holding others accountable if/when falling short of expectations.
  • 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.
  • Understand regionally specific administrative processes and help to streamline cross-cutting aspects appropriately.
  • Align and motivate administrative team to achieve excellent results.

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.
  • 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.

Travel & Expenses



  • Coordinate all aspects of domestic and international travel (air, ground, lodging, and dining, meeting material preparation, etc.).
  • 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



  • Coordination of travel for Global managers to destinations in Asia.
  • Maintain document filing electronically and hard copy files in an organized, timely manner.
  • Assist with office event logistics and coordination as needed.
  • Ad hoc projects as assigned.
  • Register professionals for conferences and networking events in a timely manner.
  • RSVP to events on behalf of professionals.
  • Provide back-up support to other administrative team members in Phone Group when they are at lunch, out sick, or on vacation.
  • Coordinate various mailings (USPS and FedEx) and assist other administrative team members in the process when necessary.
  • Miscellaneous projects and support leverage for professionals as needed.

Qualifications



  • Bachelor's degree or equivalent 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.

Skills and Abilities 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 behaviors.
  • 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.
  • Solutions-oriented, self-starter, and ability to see the big picture and strategize.
  • Demonstrated ability to research and leverage available resources to accomplish the task at hand.
  • Comfort in dealing with ambiguity and uncertainty in a dynamic and fast-paced environment.
  • Able to multi-task and respond quickly to changing priorities.
  • 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.
  • Fluency in Cantonese/Mandarin desirable.

About Ares Asia


Ares Asia is one of the largest alternative asset managers in Asia-Pacific with approximately US$15.1 billion in assets under management.


Learn more about Ares Asia's team and industry accolades.


Reporting Relationships


Administrative Manager