Administrative Assistant, Client Relations

Oaktree Capital Management, L.P. - New York, NY (30+ days ago)3.7


Company Overview
Oaktree is a leader among global investment managers specializing in alternative investments, with $121 billion in assets under management as of March 31, 2018. 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

Based in New York City, the Administrative Assistant will provide administrative support to approximately ten members of the Client Relations team.

Responsibilities Include:
Maintain complex calendars, schedule and coordinate client and internal meetings and conference calls and handle meeting materials and logistics;
Provide Investors Committee support to Client Services for New York based representatives;
Provide administrative support to Client Services Administrator on an as-needed basis;
Support NY office CS team with client inquiry and reporting requirements including pulling cash activity notices, financials, tax and legal documents and Salesforce data;
Record daily cash activity into RCR;
Manage client correspondence for capital call follow-ups;
Assist with creation of client transfers forms;
Input data to Client Relations Tracker for Product Specialists and Client Services Representative;
Support Diligence Services Writers with Request for Proposal packaging and distribution as well as updating records in Qvidian;
Receive and greet guests/clients accordingly;
Assist in the delivery of on-boarding (scheduling and materials preparation) for new employees in the group and administer case studies for interview candidates;
Assist in the design, preparation and posting of documents or other materials to the Oaktree intranet; serve as document naming convention expert for New York-based teams;
Attend CSA and DS team meetings in order to provide optimum assistance and remain as informed as possible;
Review, track and maintain documents related to the work and processes of the New York-based Client Relations teams; for example, preparation of team meeting agendas, materials and actions items;
Coordinate with Los Angeles CR Admin team for team meetings, team member travel between offices, etc.;
Provide administrative support to Client Relations managers visiting the New York office as necessary (including the Global Head of Client Relations);
Receive, screen, prioritize and route calls and mail to the appropriate personnel;
Arrange and prepare travel arrangements/itineraries, as necessary;
Prepare and submit expense reports;
Perform other duties independently as needed, including receptionist duties, faxing, copying, mailing and ordering supplies; and
Under general direction of management, assist with coordination of department offsite meetings, special events, etc.
Minimum 3 years relevant experience, preferably in financial services;
Proven track record in maintaining discretion with confidential information;
Capable of working under general direction with little supervision;
Independent judgment to plan, prioritize and organize diversified workloads for self and others; and
Strong working knowledge of Microsoft Office applications including Excel, Word, PowerPoint, Access, Adobe and Outlook. Experience with Workshare, Sharepoint, Publisher or other creative software strongly preferred. Some knowledge of Salesforce or a contact database is a plus.
Personal Attributes
Outstanding initiative and a strong work ethic; candidate should be highly proactive and self-driven;
Superior attention-to-detail and exceptional organizational skills;
Ability to learn quickly, require minimal guidance and possess a desire to proactively offer and implement ideas for improvement;
Responsible with a strong sense of dedication;
Candidate must demonstrate strong interpersonal skills and the ability to quickly build credibility and gain confidence of individuals at all levels;
Team oriented player on a global level within reasonable working hours;
Excellent verbal and written communication skills;
Ability to work well under pressure and with time constraints; and
Strong integrity and professionalism.

Bachelor’s degree preferred