Impress employers and recruiters.
Choose from hundreds of resume examples.

Impress employers and recruiters.
Choose from hundreds of resume examples.

Target Resume Now

About the Role

Ares is seeking an experienced Executive Assistant to provide comprehensive administrative support to professionals, including extensive coordination of meetings, travel, and expenses. This role also encompasses office management responsibilities to ensure smooth daily operations in the Japan region.

Responsibilities

• Coordinate and schedule internal and external meetings, conference calls, and video conference meetings using Outlook and Zoom.
• Arrange catering and distribute meeting documents.
• Prioritize Outlook calendar items and keep professionals on schedule.
• Schedule meetings and conference rooms using Ares protocol.
• Coordinate all aspects of domestic and international travel, including air, ground, lodging, and dining.
• Manage payment and track travel itinerary changes.
• Maintain current passports and necessary visas.
• Compose detailed travel and meeting itineraries.
• Print boarding passes and check-in professionals for flights.
• Track flights for timeliness and cancellations.
• Organize and create cash and AMEX expense reports using Concur.
• Coordinate travel for Global managers to Asia, especially Japan.
• Maintain electronic and hard copy files in an organized manner.
• Assist with office event logistics and coordination.
• Register professionals for conferences and networking events.
• RSVP to events on behalf of professionals.
• Provide back-up support to other administrative team members, including managing calls and preparing documents.
• Coordinate various mailings (USPS and FedEx).
• Provide miscellaneous project support and leverage for professionals, including event management.
• Serve as secondary support for other Executive Assistants when needed.
• Ensure routine facilities operations are functioning efficiently in Japan.
• Ensure proper desk setups for new hires and guests.
• Organize employee photograph sessions for new joiners.
• Authorize operational expenses for Facilities.
• Allocate team member seating in coordination with local leadership.
• Administer Ares Maps for the local office.
• Administer Brivo Access control for the local office.

Requirements

• 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
• 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 all aspects of domestic and international travel (air, ground, lodging and dining, meeting material preparation, etc.); 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
• Coordination of travel for Global managers to destinations in Asia, especially to Japan. Compose detailed itineraries for travel and key meetings, coordinate professionals for their stay and local cab service
• Maintain document filing electronically and hard copy files in 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; this includes all administrative tasks for each of their primary professionals, including managing inbound calls, preparing documents, coordinating meetings, etc.
• 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, including event management which may require occasional travel
• Serve as secondary support / overlap for other EA’s when needed
• Ensure routine operations from facilities standpoint are functioning efficiently in Japan.
• Ensure adherence to proper desk setups for all new hires and guests, ensuring required items are in place.
• Ensure employee photograph session for new joiners.
• Authorize various operational expenses for Facilities
• Allocate team member seating, working in conjunction with local leadership.
• Administer Ares Maps for local office in support of APAC Regional Facilities Manager
• Administer Brivo Access control for local office in support of APAC Regional Facilities Manager

Location

• Japan

About the Company

• 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.