Senior Executive Assistant

Who We Are:

With offices in Los Angeles, Newport Beach, Boston and Sarasota, Aristotle is a family of employee‐owned investment management firms that collectively manage equity and fixed income strategies. Aristotle attracts and retains talented investment professionals through a culture focused on research, investment management and client success.

Aristotle’s experienced corporate leadership team oversees a centralized support infrastructure to ensure that our distinct teams of investment professionals can focus on what they do best—adding value to client portfolios. The company’s support infrastructure includes shared services such as finance, compliance, trading, operations, client communication, marketing, and distribution.

This position is responsible for providing all aspects of support to the Aristotle Pacific Capital (APC) and Aristotle Investment Services (AIS) teams. The right candidate is a detail-oriented self-starter with excellent judgment, exceptional communication skills, strong customer service and professionalism. The Senior Executive Assistant will undertake a wide range of complex tasks and activities that require interacting with high profile internal and external contacts and information of a confidential, sensitive, or technical nature that assist in the operational functions of the firm. The position will also work closely with and at the guidance of the current APC/AIS Senior Executive Assistant.

What You Will Do:

Provide administrative support to APC, AIS and other key executives/teams as requested in the following capacities, while remaining flexible to accommodate additional responsibilities as needed:

• Support the organization of internal systems and processes to make office operations run efficiently.
• Proactively and autonomously assist with managing the office amenities, supplies, and their budgets.
• Coordinate the maintenance and improvement of the organization’s office.
• Liaise with facility management vendors, such as cleaning, catering, and security services to maintain the office condition, ensuring the overall functionality of the office space.
• Oversee conference room management, including scheduling, setup, and maintenance of conference rooms.
• Coordinate and organize onsite meetings, including scheduling, setting up meeting rooms, and assisting with necessary logistics.
• Provide front desk coverage during onsite meetings, including greeting and opening the door for visitors.
• Maintain visitor and new hire workspaces to ensure the availability of necessary supplies.
• Keep abreast of organizational changes, policies, procedures, updating of office maps and rosters.
• Extensively manage calendars. Plan, negotiate and schedule meetings to accommodate executives and others. Use discretion and judgment to determine the priority of meetings. Reschedule existing meetings as needed to accommodate meetings with more urgency. Ensure meeting participants have all necessary information and materials to participate in meetings. Keep executive(s) informed of upcoming appointments and deadlines.
• Coordinate meetings with internal employees and external contacts with a high level of accuracy. Schedule and prepare meeting rooms, order catering, and equipment as required. Meet, greet, and escort meeting attendees. Draft, collect and distribute supporting documentation to prepare the executives for meetings.
• Manage travel arrangements for APC and or AIS as requested. Reserve transportation and accommodation taking into consideration executive preferences, cost, and timing implications. Ensure that executives have the necessary paperwork for travel (e.g., tickets, confirmation numbers, visas, itineraries).
• Expense Report Reconciliation. Prepare, reconcile, and submit expense reports and monthly corporate credit card statements for APC/AIS and other executives as requested, ensuring accuracy and compliance with company policies.
• Coordinate conference planning and logistics.
• Resolve assigned tickets in the Corporate Administration support ticketing portal (COPA) for APC, AIS and other team members seated in APC’s office in Newport Beach, Suite 700.
• Maintain communication and collaboration with the Aristotle Capital Management (ACM) Corporate Administration team, providing updates, sharing relevant information, and addressing administrative and facilities needs or concerns.
• Stay informed about ACM corporate administration policies, procedures, and initiatives, and disseminate relevant information to the APC/AIS team, as appropriate.
• Assist with employee engagement logistics.

What You Will Need:

• A minimum of 7 years of previous Executive Assistant or similar experience supporting more than one senior manager in a corporate environment.
• Undergraduate degree is preferred.
• Strong problem-solving skills with initiative to work independently and support managers proactively in a team environment.
• A consistent and dependable sense of urgency.
• Strong organizational skills with attention to detail and follow through.
• Awareness that visibility is critical and communicating priorities is paramount. 
• Effective verbal and written communication skills.
• Experience with extensive electronic calendaring using multiple platforms.
• Experience with managing complex travel arrangements, with the ability to resolve complications, both domestic and international.
• Advanced Microsoft Office expertise inclusive of Outlook, Word, Excel, PowerPoint as well as Adobe Acrobat.
• Must be a self-starter with the ability to take-charge and work well under pressure.
• A collaborative, considerate and thoughtful approach to everything you do.
• Must be able to multi-task­, prioritize and manage projects.
• Must be able to re-prioritize and re-focus while remaining proactive.
• Professional and pleasant demeanor.
• Demonstration of the highest level of discretion and integrity when managing confidential matters.
• Excellent writing and proofreading skills.
• Must be able to work independently without direct daily supervision.
• Dynamic, resourceful, energetic, self-directed, reliable, and flexible.
• Patient and adaptable according to the demands of the workflow.
• Previous use of an expense management application such as Certify.
• Experience using a CRM database like Salesforce.

What We Have to Offer:

• Robust Health, Dental, and Vision insurance for you and your dependents
• 401(K) Retirement Plan with Employer Matching
• A culture that values inclusivity
• Flexible Paid time off, including annual Employee Volunteer Day
• Life, Critical Illness, Disability, and Accidental Injury Insurance
• Employee Assistance Program
• Various Company events throughout the year
• Employee Discount Program

Is Aristotle Right for You?

• At Aristotle, we stand by our core values.
• We place our clients’ interests first.
• We act with integrity.
• We achieve excellence through accountability and collaboration.
• We empower our employees.
• We are respectful.
• We value community.

Compensation Range: $90,000.00 - $115,000.00, plus discretionary bonus.

This is a hybrid role, preference is to be located within commuting distance of our Newport Beach, CA office.

We are looking for exceptional individuals who are intelligent, enthusiastic, and curious, someone who will contribute to our expanding business. An ideal candidate would not limit their contribution to the provided job description but would help us surpass our goals by continually finding ways to improve themselves and the firm. If you would like the stability of a successful, established company and the growth opportunities of a dynamic environment, we look forward to hearing from you.

Note: The above description identifies the essential job functions and skills needed by the person or persons assigned to this position. These job functions and skills are not intended to be a complete and exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The information contained herein is subject to change at the company's discretion. No phone calls. No agencies or recruiters.

Aristotle is an Equal Employment Opportunity Employer. Aristotle will consider for employment, qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Chance Initiative for Hiring Ordinance. 

Aristotle Capital Management, LLC, Aristotle Credit Partners, LLC, Aristotle Capital Boston, LLC, and Aristotle Atlantic Partners, LLC are affiliated organizations. Each is an independent investment adviser separately registered under the Investment Advisers Act of 1940, as amended. Registration does not imply a certain level of skill or training. More information about each adviser including the investment strategies, fees and objectives can be found in their ADV Part 2, which is available upon request.

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