Executive Assistant, Global Corporate Affairs
Carlyle Investment Management, LLC

Position Summary

Position Summary

The Executive Assistant will provide comprehensive administrative support for the Global Corporate Affairs Impact team, the Head of Financial Institution Relationship Management, and members of the Corporate Communications team. The Executive Assistant will need to anticipate and provide the appropriate level of support, as well as apply a high-degree of independent judgment, initiative, and knowledge to proactively resolve challenges, and manage several projects simultaneously in a fast-paced environment with integrity and professionalism. This position must proactively anticipate work assignments, prioritize multiple assigned tasks and work under pressure in a deadline-oriented environment, ultimately contributing to the efficiency of the function. The Executive Assistant will maintain confidentiality of all sensitive and confidential issues.

Responsibilities

Primary Responsibilities

• Proactively maintain calendars, contacts and tasks (primarily done through Microsoft Office); schedule and coordinate internal and external meetings and events, including tracking attendance, registering and greeting guests, ordering, setting up and taking down catering in meeting rooms.
• Coordinate complex and ever-changing domestic and international travel arrangements, which include flights (commercial and private), car service, dinner reservations, internal and client meetings, and events, etc. This also includes checking managers into flights, tracking flights (and weather), and troubleshooting travel problems, if they arise, including after hours or on weekends, as needed.

• Booking conference rooms, booking lunch/dinner reservations, planning team events and assisting with team conferences.
• Travel with the Impact team to facilitate all aspects of the DC Sustainability Conference.

• Expenses: Review, edit and complete expense reimbursement reports (which can involve appropriate foreign currency conversions) primarily using Concur; work with AP for timely payments and track reimbursements.
• Process invoices in Ariba for the Corporate Affairs team.
• Perform general administrative and office tasks including, but not limited to, preparing correspondence, file organization, data entry, maintaining contact lists and process documents, archiving and preparing and printing pre-meeting materials for review.
• Prepare, print and, where necessary, ship presentation materials to ensure such materials are available for team onsite and during travel.

• Collaborate with IT (in a remote office) to ensure that audio/visual components are set up and functional in advance of meetings.

• Assist with special projects as needed; proactively anticipate work assignments whenever possible.

• Maintain confidentiality of all sensitive and confidential issues.

• Other reasonably related duties as assigned.

Qualifications

Requirements

Education & Certificates

• Bachelor's degree strongly preferred

Professional Experience

• 7 to 10 years' experience supporting senior management

• Excellent Microsoft Office Skills (including Outlook, Word, PowerPoint, and Excel)

Competencies & Attributes

• Willingness to work in the NY office at least four days each week (with flexibility when needed on Fridays).

• Experience processing invoices in Ariba is a plus

• Experience managing conferences a plus

• Highly organized, proactive mindset and willingness to go the extra mile.

• Ability to prioritize effectively and juggle multiple urgent tasks.

• Works well under pressure (with deadlines) with strong attention to detail

• Ability to work independently with minimal supervision with strong follow-through skills.

• Excellent written and verbal communication skills

• Collaborative/teamwork attitude and skills a must

• Maintain a positive attitude in a fast-paced work environment

Benefits/Compensation

The compensation range for this role is specific to New York City and takes into account a wide range of factors including but not limited to the skill sets required/preferred; prior experience and training; licenses and/or certifications.

The anticipated base salary range for this role is $110,000.

In addition to the base salary, the hired professional will enjoy a comprehensive benefits package spanning retirement benefits, health insurance, life insurance and disability, paid time off, paid holidays, family planning benefits and various wellness programs. Additionally, the hired professional may also be eligible to participate in an annual discretionary incentive program, the award of which will be dependent on various factors, including, without limitation, individual and organizational performance.

Due to the high volume of candidates, please be advised that only candidates selected to interview will be contacted by The Carlyle Group.

Company Information

The Carlyle Group (NASDAQ: CG) is a global investment firm with $426 billion of assets under management and more than half of the AUM managed by women, across 586 investment vehicles as of December 31, 2023. Founded in 1987 in Washington, DC, Carlyle has grown into one of the world's largest and most successful investment firms, with more than 2,200 professionals operating in 28 offices in North America, Europe, the Middle East, Asia and Australia. Carlyle places an emphasis on development, retention and inclusion as supported by our internal processes and seven Employee Resource Groups (ERGs). Carlyle's purpose is to invest wisely and create value on behalf of its investors, which range from public and private pension funds to wealthy individuals and families to sovereign wealth funds, unions and corporations. Carlyle invests across three segments - Global Private Equity, Global Credit and Investment Solutions - and has expertise in various industries, including: aerospace, defense & government services, consumer & retail, energy, financial services, healthcare, industrial, real estate, technology & business services, telecommunications & media and transportation.

At Carlyle, we know that diverse teams perform better, so we seek to create a community where we continually exchange insights, embrace different perspectives and leverage diversity as a competitive advantage. That is why we are committed to growing and cultivating teams that include people with a variety of perspectives, people who provide unique lenses through which to view potential deals, support and run our business.

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