Executive Assistant

Position Summary

The principal responsibility of this position is to provide secretarial and administrative support to members of the Client Solutions Group based in London.

The role focuses primarily on organising travel and logistics for investor meetings and roadshows.

• Primary Responsibilities
• Assist with scheduling and coordinating meetings with investors and potential investors, as well as internal meetings across the region for the London based CSG team (as well as specific Fund Heads as and when required); booking conference rooms/meals; setting up conference calls and video conferences.
• Coordinate "Roadshows" (series of investor meetings), including complex travel schedules in various time zones with international transfers, for all Carlyle investment teams.
• Manage and maintain calendars, ensuring everything is up to date, proactively follow up on rescheduled/cancelled meetings.
• Organise investor events in different European cities, including lunches and dinners.

The organisational aspect includes choosing venue and menus, sending out invitations and monitoring responses etc.

• Manage Europe’s investor database(s) using Excel, Salesforce and Deal Cloud.
• Ensure the latest flipbooks/presentations are saved in the dedicated folders.
• Coordinate corporate sponsorship and registrations for industry conferences.
• Assist in the coordination of corporate communications to investors.
• Provide support to investors and potential investors when required, send quarterly reports/valuations to investors as per managers’ request.
• Work with the full-service corporate travel agent to coordinate travel, including obtaining international visas.
• Leverage productivity software (especially Microsoft Office) to maintain calendars, contacts and tasks.
• Complete online Carlyle mobility tracking and expense forms and track reimbursements.
• Moderate document creation (Microsoft Word and Power Point).
• Provide general administrative support as requested (assist with incoming phone calls, copying/filing/faxes/printing/binding, etc.).
• Proactively anticipate work assignments whenever possible and use initiative in their daily work.
• Maintain confidentiality of all sensitive and confidential issues.
• liaise with underlying fund managers and prospective fund managers, scheduling meetings and calls.
• Support the day-to-day organisational needs of the London-based Investments team.
• File and retrieve documents and reference materials, including cards to contacts, updating vcards for any new contact.
• Review operating practices and implement improvements where necessary.
• Electronic filing and knowledge of what’s available for quarterly reports, underlying funds and co-investment; documentation: save, organise, file on the server according to existing structure in a timely fashion.
• Basic understanding of the investment business to assist with duties.
• Other reasonably related duties as assigned.
• Fire Warden duties.
• Holiday coverage for other EAs across the business as required.

Requirements

• Professional Experience: Minimum of four years’ experience supporting senior level management.
• Excellent Microsoft Office Skills (including Outlook, Word, and Excel with pivot tables, macros, data management, formulas). Working knowledge of Power Point.
• Strong organizational skills and attention to detail (e. g., correct grammar, spelling, saving files from emails with easy reference names).
• Experience with Customer Relationship Management System such as Salesforce and Deal Cloud.
• Ability to work independently with strong follow-through skills.
• Excellent communication skills – both verbal and written (adept at completing small writing projects).
• Resourcefulness (especially online) in executing projects.
• Collaborative/teamwork attitude and skills a must.
• Flexibility to work overtime as required and be contactable out of hours.
• Flexibility to juggle high degree of multiple and changing priorities; strong ability to multi-task required.
• University degree preferred.
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