Oaktree Capital Management

  • Administrative Assistant, Internal Audit (IA) and Operational Risk Management (ORM)

    Job Locations US-CA-Los Angeles
    Job ID
    2018-1641
    Job Department
    Internal Audit and Operational Risk Management
  • Responsibilities

    Based in downtown Los Angeles, the responsibilities of the Administrative Assistant include the following:

    • Maintaining calendars, scheduling meetings and conference calls, ordering and setting up meals, and at times other logistical arrangements (e.g., WebEx, etc.) for meetings;
    • Preparing materials for meetings, Audit Committees, Boards, including assembling content and/or printing the materials;
    • Scheduling travel arrangements, including airline, car and hotel, assisting with visa and passport applications and renewals, and preparing detailed itineraries;
    • Preparing, reviewing and managing expense reports;
    • Ongoing monitoring and tracking of actual expenses incurred versus budgets;
    • Reviewing, coding and administering invoices received from 3rd parties;
    • Assist in reviewing IA and ORM reports and other materials to validate spelling, formatting, etc.
    • Assist in recruiting efforts as needed, setting up interviews, organizing meeting rooms, picking up candidates as they arrive and getting them set up for their interviews, etc.;
    • Maintaining records as necessary (both physical and electronic);
    • Help support the Internal Audit and ORM systems where applicable, e.g., user support; provide system access, liaise with system vendors as needed;
    • Performing other ad hoc administrative duties as needed.

    Qualifications

    • Minimum 5 years of experience supporting multiple individuals at various levels, including executive/senior management;
    • A proven track record in maintaining discretion with confidential information;  
    • Proven ability to manage tasks with competing priorities and deadlines, independently determining order of priority, and self-initiating other value-added tasks;
    • Strong working knowledge of Microsoft Office applications including Excel, Word, PowerPoint, and Outlook. Experience with Visio is preferred; and
    • Comfort in learning/utilizing new tools/technologies is required.

    Personal Attributes

    • Outstanding organizational skills with a strong attention-to-detail;
    • Proactive and self-initiated;
    • Team-oriented with strong integrity and professionalism;
    • Responsible and dependable with a strong work ethic, sense of dedication and personal accountability;
    • Excellent interpersonal, verbal and written communication skills;
    • Quick learner;
    • Ability to work well under pressure and with time constraints while always representing the department in a positive light with all counterparts (internal and external); and
    • Flexible with changing responsibilities and willing to take on additional responsibilities and tasks over time.

    Education

    Bachelor’s degree is preferred.

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