Administrative Assistant, Information Security

Oaktree; Chicago (IL); On-site; USD 60,000 - 100,000; Full time

Benefits offered by this job

Discretionary bonus

Comprehensive benefits package

Flexible work arrangement

Job summary

Oaktree, based in downtown Chicago, seeks an Administrative Assistant to support the Information Security department. You will handle calendar management, meeting coordination, travel logistics, and expense processing.

The ideal candidate has 5–10 years of experience supporting senior leaders, excels in organization and communication, and is proficient in Outlook, Word, Excel and PowerPoint. A Bachelor's degree is required, with discretionary bonuses and a comprehensive benefits package.

Qualifications

• Bachelor's degree required.
• 5–10 years of experience supporting senior leaders.
• Proven ability to manage tasks with competing priorities and deadlines.
• Strong proficiency in Outlook, Microsoft Word, Excel and PowerPoint.

Responsibilities

• Internal meeting setup, including scheduling, catering, tech setup and material support.
• Maintain complex calendars and coordinate meetings and conference calls.
• Managing calls and mail routing to the appropriate personnel.
• Arrange and prepare travel arrangements/itineraries, as necessary.
• Prepare and submit expense reports and process invoices as needed.
• Organize department team meetings and attend to provide follow-up.

Skills

Strong organizational skills

Outstanding communication

Prioritization & time management

Self-starter

Education

Bachelor's degree

Tools

Outlook

Microsoft Word

Microsoft 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

Based in downtown Chicago, the Administrative Assistant will provide administrative support to the Information Security department.

Responsibilities include:

• 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; and
• 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

$60,000 - $100,000

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. The base salary offered will be commensurate with experience and/or qualifications, industry knowledge and expertise, as well as prior training and education.

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.