PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES
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; 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 setup and clean up conference rooms with hospitality team for catered meetings
Travel & Expenses
• Coordinate all aspects of domestic and international travel (air, ground, and lodging); 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
Daily & On-going
• Answer phones, screen calls, and take messages as appropriate
• Maintain documents, records, reports in a discreet and confidential manner
• Perform professional information searches as needed
• 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 Collaboration 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