Operations Support Specialist

2 days ago

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

The Executive Assistant will provide administrative support to our Global managers, ensuring seamless day-to-day operations.

The successful candidate will be responsible for coordinating travel arrangements, managing calendars, and preparing itineraries. They will also be responsible for maintaining document filing systems, both electronically and in hard copy format.

The Executive Assistant will work closely with the Global managers to coordinate meetings, conferences, and events, and will provide administrative support to other team members as needed.

The successful candidate will also serve as a secondary support point for other EAs when needed.

Key Responsibilities

  • Meetings & Calendaring
    • Coordinate internal and external meetings, conference calls, and video conference meetings using Outlook and Zoom.
    • Prioritize calendar items, informing professionals of meeting changes and keeping them on schedule throughout the day.
    • Schedule meetings and conference rooms as necessary using Ares protocol.
  • Travel & Expenses
    • Coordinate domestic and international travel arrangements, including air, ground, lodging, and dining.
    • 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 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 & Ongoing
    • Coordinate travel for Global managers to destinations in Asia, composing detailed itineraries and coordinating professionals for their stay and local cab service.
    • Maintain document filing systems, both electronically and in hard copy format.
    • 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 backup 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.
    • Serve as secondary support/overlap for other EAs when needed.
  • Responsibilities Relating to Facilities
    • E nsure routine operations from facilities standpoint are functioning efficiently in Hong Kong.
    • E nsure adherence to proper desk setups for all new hires and guests.
    • E nsure employee photograph session for new joiners.
    • A uthorize various operational expenses for Facilities.
    • A llocate team member seating in conjunction with local leadership.
    • A dminister Ares Maps for local offices in support of APAC Regional Facilities Manager.
    • A dminister Brivo Access control for local offices in support of APAC Regional Facilities Manager.
    • E nsure adherence to employee onboarding and off-boarding processes from a Facilities standpoint for Ares Asia regional offices.
    • C lose onboarding and off-boarding tickets for the Ares Asia local offices.
    • T imely renewal of Ares Asia offices' services contracts.

Requirements

We are looking for a highly organized and detail-oriented individual with excellent communication and interpersonal skills.

The ideal candidate should have:

  • Bachelor's degree or equivalent experience.
  • 7+ years of experience in an administrative role, preferably in financial services.
  • Proficiency with Microsoft Office suite – particularly Outlook, Word, Excel, PPT.

The ideal candidate should also demonstrate an eager, can-do attitude, willing and wanting to learn and take on projects as needed in a dynamic environment.

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