Administrative Assistant, Information Security

Oaktree Capital Management, L.P.; Chicago (IL); On-site; USD 60,000 - 100,000; Full time

Benefits offered by this job

Discretionary bonus

Comprehensive benefits

Flexible work arrangement

Job summary

Oaktree Capital Management, L.P. seeks an experienced executive assistant to support senior leaders in a fast-paced, global investment environment. You will manage complex calendars, coordinate meetings, assis in travel planning, and handle logistics with discretion.

Requirements include a BS, 5–10 years supporting executives, strong written and verbal communication, and proficiency with Outlook, Word, Excel and PowerPoint. A proactive, collaborative mindset is essential.

Qualifications

• 5-10 years of experience supporting senior leaders.
• Proven ability to manage tasks with competing priorities and deadlines, independently determining order of priority.
• Strong proficiency in Outlook, Microsoft Word, Excel and PowerPoint.

Responsibilities

• Internal meeting setup and logistics support; scheduling, catering, tech setup and guest clearance.
• Maintain complex calendars and coordinate meetings and conference calls.
• Screening and routing of calls and mail to appropriate personnel.
• Arrange travel and itineraries; assist in onboarding for department hires.
• Prepare and submit expense reports and process invoices.
• Organize department meetings and support offsite events.
• Support special projects and coordinating cross-departmental meetings.
• Oversee document notarization, mailing, and office supplies.

Skills

Task prioritization

Calendar management

Communication

Discretion

Education

Bachelor’s degree

Tools

Outlook

Microsoft Word

Excel

PowerPoint

Job description

Our Company Oaktree is a leader among global investment managers specializing in alternative investments, with more than $220 billion in assets under management. The firm emphasizes an opportunistic, value-oriented, and risk-controlled approach to investments in credit, equity, and real estate. The firm has more than 1,400 employees and offices in more than 25 cities worldwide. We are committed to cultivating an environment that is collaborative, curious, inclusive and honors diversity of thought. Providing training and career development opportunities and emphasizing strong support for our local communities through philanthropic initiatives are essential to our culture. For additional information, please visit Oaktree’s website at http://www.oaktreecapital.com/

Responsibilities

• Internal meeting setup, including, but not limited to, scheduling, catering, tech setup, guest clearance and material support;
• Maintain complex calendars, scheduling and coordinating meetings and conference calls and meeting logistics;
• Receiving, screening, prioritizing and routing calls and mail to the appropriate personnel;
• Arranging and preparing limited travel arrangements/itineraries, as necessary;
• Preparing and submitting expense reports and processing invoices as necessary;
• Organize department team meetings. Attend meetings to remain informed and provide optimum assistance and manage follow up;
• Assist in the delivery of employee onboarding (scheduling and materials preparation) for department new hires;
• Work independently on special projects under general direction of management, including coordination of department offsite meetings, special events, inter-departmental meetings, etc.;
• Managing logistics of meetings including, but not limited to, booking of the conference room, ordering food and setting up as necessary, assembling printed data/materials, updating and distributing the agenda;
• and Performing other duties as needed, including faxing, copying, overseeing document notarization, mailing, logging parking validations and ordering supplies.

Qualifications

• 5-10 years of experience supporting senior leaders;
• Proven ability to manage tasks with competing priorities and deadlines, independently determining order of priority and self-initiating other value-added tasks;
• Strong proficiency in Outlook, Microsoft Word, Excel and PowerPoint.

Personal Attributes

• Outstanding organization skills with high attention to detail
• Outstanding initiative and a strong work ethic
• Responsible with a strong sense of dedication
• Excellent interpersonal, verbal and written communication skills
• Works well under pressure and with time constraints
• Possesses strong integrity and professionalism

Education

Bachelor’s degree required.

Base Salary

Base Salary $60,000 - $100,000

Benefits

• In addition to a competitive base salary, you will be eligible to receive discretionary bonus incentives, a comprehensive benefits package and a flexible work arrangement.

Equal Opportunity Employment Policy

Oaktree is committed to diversity and to equal opportunity employment. Oaktree does not make employment decisions on the basis of race, creed, color, ethnicity, national origin, citizenship, religion, sex, sexual orientation, gender identity, gender expression, age, past or present physical or mental disability, HIV status, medical condition as defined by state law (genetic characteristics or cancer), pregnancy, childbirth and related medical conditions, veteran status, military service, marital status, familial status, genetic information, domestic violence victim status or any other classification protected by applicable federal, state and local laws and ordinances. This policy applies to hiring, placement, internal promotions, training, opportunities for advancement, recruitment advertising, transfers, demotions, layoffs, terminations, recruitment advertising, rates of pay and other forms of compensation and all other terms, conditions and privileges of employment. This policy applies to all Oaktree applicants, employees, clients, and contractors. Staff members wishing to report violations or suspected violations of this policy should contact the head of their department or Human Resources.

For positions based in Los Angeles

For those applying for a position in the city of Los Angeles, the firm will consider for employment qualified applicants with a criminal history in a manner consistent with applicable federal, state and local law.