Oaktree Capital Management

  • Administrative Assistant, Client Relations

    Job Locations US-CA-Los Angeles
    Job ID
    2019-1700
    Job Department
    Client Relations
  • Responsibilities

    Based in downtown Los Angeles, the Administrative Assistant will provide administrative support to 4 managers and their teams within the Client Relations department and overflow coverage as necessary.

    Responsibilities include:

    • Comprehensive administrative support for the Senior Vice President, Product Launch; Senior Vice President, Power Opportunities and Special Situations Product Specialist; Senior Vice President, Diligence Services; and Vice President, Events and Programming Management.
    • Maintain complex calendars, schedule and coordinate meetings and conference calls;
    • Internal meeting setup on domestic and global platforms, including, but not limited to, catering, tech requirements, guest clearance, assembly and distribution of materials;
    • Pull monthly Open-end reports for CS Reps including JP Morgan Default Monitor, JP Morgan Market Monitor, HY Account Profiles;
    • Investors Committees support including but not limited to scheduling of meetings, meeting logistics, arranging client travel and processing client expense reimbursements, maintaining IC lists on Salesforce and posting of minutes to Oaktree Central;
    • Arrange and prepare domestic and international travel arrangements/itineraries;
    • Upload print queue requests and ensure timely delivery of materials for client meetings;
    • Publish documents on Oaktree Central for viewing on firm intranet;
    • Input data to department Tracker to chronical client activity on behalf of Managers;
    • Input data into the CS Blog;
    • Assist in the preparation and posting of documents or other materials to Oaktree Central for CS and handling new link requests; redlining documents and submitting to Legal and Compliance review;
    • Assist in the execution and organization of on-boarding for new employees as direct reports to Managers;
    • Support for coordination of special events such as, Strategy Studies, investment committee meetings, firm conference, Portfolio Company Summit, etc., including, but not limited to, inventory management, budget maintenance, venue research, vendor liaison, creating materials, BEO selections, documents reviews and submissions to Legal and Compliance, onsite runner, etc.;
    • Provide product launch and webcast support: lead telecommunications line and answer incoming calls for Oaktree webcasts, assist callers to access online view or telecast, work communications line in coordination with the host, summarize any activity internally and upload final transcripts to Oaktree Central; manage electronic renderings of PPMs and organize hard copy mailing when necessary;
    • Work independently on special projects under general direction of management;
    • Receive, screen, prioritize and route calls and mail to the appropriate personnel;
    • Prepare and submit expense reports and process invoices as necessary;
    • Arranging and preparing limited travel arrangements/itineraries, as necessary;
    • Perform other duties as needed, including faxing, copying, logging parking validations and ordering supplies.

    Qualifications

    • Minimum 3 years of experience supporting several executives within a financial services firm;
    • Proven ability to effectively 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, Outlook, Adobe Acrobat. Some knowledge of Salesforce or a contact database is a plus.

    Personal Attributes

    • Team-oriented with excellent interpersonal, verbal and written communication skills;
    • Outstanding organizational competencies with strong attention-to-detail;
    • Self-starter with a proven ability to take initiative and make decisions;
    • Strong integrity and professionalism when maintaining information that may be sensitive, confidential or technical in nature.

    Education

    Bachelor’s degree is preferred.

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