Position Overview

The Assistant provides administrative support to members of the Middle East region. The role also includes facilities oversight for the office location. Responsibilities include, but are not limited to, general administrative and operational work.

Primary Responsibilities

Administrative

• Screen incoming calls and greet guests in a professional and courteous manner.
• Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination.
• Schedule and organize meetings, conferences and off-sites including all related logistics.
• Prepare and edit relevant materials for the team, including Word Documents, and Excel Spreadsheets.
• Establish, develop, maintain and update filing system.
• Allocate and process expenses for professionals, including American Express and Out of Pocket expenses using the Concur expense management system.
• Compose strategic communications such as letters, memos, invitations, agendas and correspondence related to all projects and on behalf of executives. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format for consistency and make the appropriate changes.
• Manage work priorities independently and respond to business outside of normal business hours as needed.
• Perform other related general administrative tasks for executives as assigned and required.
• Use FedEx, and other services to send and track priority mail.
• Coordinate closely with team and other assistants to provide phone coverage and back-up assistance.
• Allocation and coding of invoices using PeopleSoft system as needed.
  
  

Facilities Responsibilities

• Primary point of contact with the building for all facilities-related queries
• Coordinate upkeep of the equipment and office space
• Order and maintain inventory of office and other supplies
• Maintain local vendor relationships
• Liaise with building management to coordinate and communicate any building related projects or maintenance that may affect the office environment
• Onboard new vendors, process vendor invoices for payment and process AMEX Corporate Purchasing Card (CPC) expense report
• Onboard/offboard employees (i.e. desk set-up, security access, equipment etc.)
  
  

Qualifications & Experience

• Bachelor’s Degree or five or more years of administrative assistance experience or training, or equivalent combination of education and experience.
• Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines.
• Strong initiative and ownership of responsibilities – must demonstrate a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action.
• Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Role continually requires demonstrated poise, tact and diplomacy.
• Superb written and verbal communication skills. Strong attention to detail when composing and proofing materials required.
• Team-oriented and collaborative attitude is a must.
• Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint.
• Working knowledge of office administrative procedures and operating standard office equipment.
  
  

About Apollo

Apollo is a high-growth, global alternative asset manager. In our asset management business, we seek to provide our clients excess return at every point along the risk-reward spectrum from investment grade to private equity with a focus on three investing strategies: yield, hybrid, and equity. For more than three decades, our investing expertise across our fully integrated platform has served the financial return needs of our clients and provided businesses with innovative capital solutions for growth. Through Athene, our retirement services business, we specialize in helping clients achieve financial security by providing a suite of retirement savings products and acting as a solutions provider to institutions. Our patient, creative, and knowledgeable approach to investing aligns our clients, businesses we invest in, our employees, and the communities we impact, to expand opportunity and achieve positive outcomes.

Come to Apollo and join a community of extraordinary people who are committed to a culture of excellence and collaboration in everything that we do. We invest in our people for the long term and are committed to supporting their development at every stage of their career.

Apollo provides equal employment opportunities regardless of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, veteran status, sex or sexual orientation, or any other criterion or circumstance protected by applicable law, ordinance, or regulation. The above criteria are intended to be used as a guide only – candidates who do not meet all the above criteria may still be considered if they are deemed to have relevant experience/ equivalent levels of skill or knowledge to fulfil the requirements of the roe. Roles are conditional upon and subject to satisfactory reference and background screening checks, as well as all necessary corporate and regulatory approvals or certifications as required from time to time