Oaktree Capital Management

  • Administrative Assistant, Corporate Services

    Job Locations US-CA-Los Angeles
    Job ID
    2018-1527
    Job Department
    Corporate Services
  • Company Overview

    Oaktree is a leader among global investment managers specializing in alternative investments, with $100 billion in assets under management as of December 31, 2017. The firm emphasizes an opportunistic, value-oriented and risk-controlled approach to investments in distressed debt, corporate debt (including high yield debt and senior loans), control investing, convertible securities, real estate and listed equities. Headquartered in Los Angeles, the firm has over 900 employees and offices in 18 cities worldwide.

     

    For additional information, please visit our website at www.oaktreecapital.com.

    Responsibilities

    Based in downtown Los Angeles, the Administrative Assistant will provide administrative support to the Corporate Services department.

    Responsibilities include:

    • Providing administrative support to the Department Head and other team members as required, including:
      • Arranging travel, scheduling meetings and assisting with expense reporting;
      • Serving as rollover coverage for Department Head and Corporate Services main phone lines;
      • Creating professional and high-quality presentation materials for meetings and projects;
      • Other administrative tasks as required;
    • Department administration:
      • Job duty allocation tracking: ensuring team members submit allocations on a timely basis; helping clarify definitions and ensure consistent use;
      • Open Projects: ensuring team members update documents on a timely and accurate basis; helping clarify definitions and ensure consistent use, producing bi-weekly reports or as needed;
      • Service Center: central administrator for service center ticketing system categories; coordinating with office leads on any updates/additions and uploading to metrics dashboard to ensure data integrity;
      • Oaktree Central: conducting routine audits of firm-wide intranet to ensure content is current and accurate, coordinating with content owners as necessary on updates. Assisting with ‘Today at Oaktree’ updates as required;
      • T&E: assisting Department Head with setting annual T&E budgets for the department and tracking department-wide T&E expenses throughout the year;
      • Scheduling: maintaining department shared calendar, including vacation requests/holidays;
      • Department distribution lists: maintaining all department distribution lists and ensuring proper access controls are in place;
    • Department event planning, including onsite meeting, team-building activities, or other special events as required;
    • Quarterly administration meetings (in tandem with VPs of LA and NY);
    • Participating in the emergency preparedness function, employee wellness initiatives, and corporate sustainability efforts;
    • Travel administration:
      • Processing monthly invoice packets, assisting with calendaring/scheduling of private planes and obtaining vendor quotes to support the competitive bidding policy;
      • Assisting with corporate-card and travel-agent-related administrative functions, on an as-needed basis;
      • Assisting with budget tracking and forecasting, and management reporting;
    • Managing the global art database, ensuring new purchases are logged and coordinating periodic appraisals with regional VPs; and
    • Developing, managing and completing small-sized projects using Corporate Services project management toolkit with sponsors.

    Qualifications

    • Minimum 5 years of experience as an administrative assistant supporting a department within a professional services firm;
    • 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 Microsoft Word, Excel, PowerPoint and Outlook.

    Personal Attributes

    • Outstanding initiative and a strong work ethic;
    • Responsible with a strong sense of dedication;
    • Possesses excellent interpersonal, verbal and written communication skills;
    • Ability to work well under pressure and with time constraints;
    • Has outstanding organization skills with high attention-to-detail; and
    • Team-oriented with strong integrity and professionalism.

    Education

    Bachelor’s degree is preferred.

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