Summary:
As part of an administrative support team, this position is responsible for a variety of administrative duties for members of the International department, primarily for the Client Service team members. This position requires attention to detail, initiative, independent judgment, the ability to juggle multiple tasks in an efficient and organized manner, as well as working knowledge of investments/financial services. These duties will include the use of Microsoft Office products, Bloomberg, answering telephones, filing, assistance with letter writing and mailing, organizing and maintaining various documents and a variety of other project and clerical support functions as needed or assigned. The work entails dealing with all levels of staff within the firm as well as external clients and exercising a high degree of discretion and tact in all communications.

Duties & Responsibilities:

• Work as a part of a team with other International Administrative Assistants; provide additional support during vacations/illnesses, peak times and as needed to deliver superior support to all department staff.
• Schedule appointments, coordinate/schedule meetings, and make travel arrangements for international client service staff/Analysts. This entails: working through a travel agent, brokers and/or hotels to secure flights, hotel accommodations, and ground transportation; communicating meeting requests to various brokers, providing schedule updates to Analysts for meeting request revisions; coordinating and packaging shipments of meeting materials, and preparing itineraries.
• Anticipate daily needs and take proactive approach in managing daily tasks.
• Collecting materials for meetings with clients and consultants; confirming meeting details to pertinent participants, coordinating and packaging shipments of meeting materials if necessary.
• Compose letters, memos and general correspondence.
• Procure and assemble research material for company management meetings that are scheduled both in the office and on trips: obtain and print out financial information from company’s website; find and print relevant website broker reports for companies; print company-specific information found on Bloomberg and our in house models. Send company materials to overseas locations for use on Analyst trips – usually on a time sensitive basis. Review and brief for the Analysts attention news articles, reports, bulletins and other materials as necessary.
• Reserve and set up conference rooms for meetings, arrange for refreshments, greet attendees and clear room after meetings.
• Prepare expense reports for department members (includes calculations dealing with various currencies); maintain files and records, updates address books and business cards; route mail and faxes to proper department personnel, as necessary; respond to routine correspondence within established guidelines; annotate and deliver non-routine correspondence to appropriate individuals.
• Update proprietary spreadsheets, Bloomberg worksheets and weekly project list with data collected from Bloomberg and internal sources; prepare a variety of routine and special reports; scan and insert New Idea write-up attachments into database.
• Provide back up in the distribution and scheduling of company management and sell-side analyst meeting offers and conference calls.
• Receive visitors and telephone calls for the department staff; ascertains nature of business and personally handle those requesting routine information, appointments and tasks; direct remainder to appropriate staff; ensure the appropriate distribution and release of confidential or sensitive information.
• Perform a variety of miscellaneous project and administrative functions as assigned.

Qualifications:
Required:

• Hours are 8:00 am to 4:00 pm or as required to complete tasks.
• Two to four years prior experience in providing administrative support to senior management, preferably in the mutual fund, investment advisory, or general financial services industry.
• The ability to work independently and perform a wide variety of complex and confidential administrative tasks with speed and accuracy; compose effective and accurate correspondence; work effectively under pressure and with frequent interruptions when necessary; effectively juggle multiple tasks; use initiative and exercise independent judgment; establish and maintain accurate records; communicate effectively; establish and maintain effective working relationships with staff throughout the firm; coordinate clerical work activities and determine work priorities and methods; coordinate multiple schedules; deal with non-routine and complex tasks without recourse to manager(s).
• Must be articulate, conscientious, flexible, and trustworthy.
• Possess excellent organizational, analytical, mathematical and communication (verbal and writing) skills.
• Excellent PC skills, including MS Office products and the Internet.

Preferred:

• College-level courses in general business administration, finance or economics.
• Working knowledge of Bloomberg.

Key Organizational Relationships:
This position requires interacting with individuals at all levels within the firm as well as with outside clients.

Summary:
This position is primarily responsible for providing administrative and secretarial support to the Chief Investment Officer-International. In addition, this position will be responsible for a number of International Department Team (Team I) items and providing occasional back-up to other Administrative staff on the team. This position requires impeccable attention to detail and the ability to juggle multiple tasks in an efficient and organized manner. Initiative, independent judgment, and flexibility are key in performing the required duties. This position will require a high level of expertise in Microsoft Products and travel coordination, as well as working knowledge of investments/financial services.

The work entails dealing with various levels of staff within the firm and with external clients and therefore requires exercising a high degree of discretion and tact in all communications and matters.

Duties & Responsibilities:

• Make travel arrangements for the CIO. This entails: working through travel agent, brokers and/or hotels to secure flights, hotel accommodations, and ground transportation. This also, includes preparing itineraries and making necessary changes as plans evolve on an ongoing basis.
• Collects materials for meetings with companies, clients and intermediaries; confirms meeting details to pertinent participants, coordinates and packages shipments of meeting materials.
• On a daily, on-going basis, screens all calls and prioritizes messages. This requires the ability to communicate well with all incoming callers to determine the nature of the call. When appropriate, refers calls to other key personnel which require knowledge of their expertise.
• Anticipates daily needs and takes a proactive approach in managing daily tasks.
• Schedules appointments, coordinates meetings, and reserves/sets up conference rooms for meetings, arranges for refreshments, greets attendees, and clears room after meetings.
• Composes letters, memos and general correspondence and prepares all expense reports.
• Assists with Team I group functions: attendance, business resumption, Team I trips and lunches/dinners, and gifts.
• International Meeting coordinator:
• Monitor broker meeting requests. Coordinate with Team I members and brokers, reserve conference rooms, and handle calendaring.
• Maintain broker meeting log.
• Oversees the supplies for Team I and keeps appropriately stocked.
• May be asked to perform personal tasks to support the CIO as well.
• Performs a variety of other miscellaneous project and administrative functions as assigned.

Qualifications:
Required:

• Minimum of 10 years Executive Assistant experience for a corporate Senior Executive or Senior Partner, preferably with in the mutual fund, investment advisory, or general financial services industry.
• Undergraduate degree or equivalent work experience.
• Must have the ability to communicate effectively with all levels within the organization in a professional and service oriented manner.
• Willing to accept change and be able to manage conflicting priorities, juggle multiple tasks and requests in a mature and calm manner.
• Must work effectively under pressure and with frequent interruptions.
• Possesses excellent organizational, analytical, mathematical and communication (verbal and writing) skills.
• Must be articulate, conscientious, flexible, and trustworthy.
• Use initiative and exercise independent judgment establish and maintain effective working relationships with staff throughout the firm.
• Excellent PC skills including a high level of expertise with Outlook, Word, Excel and the ability to access information from the internet.

Special Requirements:
The hours of this position are 7:00am – 3:00pm, with some flexibility required. Necessary to work around the CIO’s schedule which sometimes requires working through lunch and staying until the job is completed. Very important to be available at all times during the day and stay close to the desk.

Key Organizational Relationships:
This position requires interacting with individuals at all levels within the firm as well as with outside clients in a professional and confidential manner.

Summary:
In conjunction with the Managing Director of Marketing and Client Relations you will direct all firm communications for Harris Associates and our family of The Oakmark Funds via the utilization of a multitude of media communications.

Duties & Responsibilities:

• Oversee media relations in coordination with the media relations group of our parent company
• Oversee strategic direction of all firm web sites and work with team members on both content and development
• Oversee Oakmark quarterly letter process in coordination with Fund Operations
• Oversee editing process for Oakmark quarterly letters including preparation/coordination of the President’s letter
• Oversee, edit and review Harris Associates quarterly reviews and other client communications
• Coordinate Oakmark communication efforts with Fund Operations and Oakmark’s transfer agent
• Prepare client/strategy communications to leverage across the firm and with parent company analytics team and sales force
• Create special/timely pieces for internal partners (our parent company) and external clients
• Stay abreast of current marketing trends within the financial services industry, e.g. Social Media – Twitter, Facebook
• Assist with presentation development and execution
• Actively participate in regular Marketing meetings
• Attend industry conferences

Position Objectives:

• Parlay media attention/leverage Oakmark brand into higher sales and better client service
• Coordinate media exposure
• Organize and leverage portfolio manager time for various communications
• Service the communication needs of financial intermediary community
• Manage and leverage relationships with industry evaluators, e.g. Morningstar
• Interact and analyze sales trends from direct shareholders
• Write scripts for the customer service group at Oakmark’s transfer agent to more ably respond to shareholder questions

• Improve quality/frequency of client communications
• Provide quality communications to direct shareholders/financial intermediaries/parent company sales force as well as our institutional/high net worth client base
• Streamline and improve quarterly reporting communications
  • Generation of ideas for topical shareholder/client/prospect communications

Qualifications:
Required:

• 7-10 years of marketing communications experience specifically within the financial services industry
• A Bachelors Degree in Marketing, Communications, Journalism or similar discipline
• Exemplary verbal and written communication skills (writing samples required)
• Ability to prioritize multiple tasks, manage a number of multi-stage projects and complete them in a timely fashion
• Strong interpersonal qualities and the ability to work effectively with a broad scope of individuals internally and externally
• Ability to manage ‘internal' client expectations and reset accordingly
• Strong team orientation along with the ability to work independently with minimal supervision
• Direct experience with marketing principles and communications at both the strategic and tactical levels - including public relations, client loyalty programs, promotional materials, and statements of qualification
• Detail-oriented: productive without compromising quality

Key Organizational Relationships:
The incumbent in this role will interface with multiple levels of personnel throughout the organization including senior management, external clients and with a number of contacts at our parent company.