At a Glance
- Tasks: Support the Secondary Funds team with scheduling, travel coordination, and administrative tasks.
- Company: Join Carlyle Group, a leading global investment firm with a focus on diversity and inclusion.
- Benefits: Competitive salary, professional development, and a collaborative work environment.
- Other info: Flexible working hours and opportunities for career growth in a global firm.
- Why this job: Be part of a dynamic team making impactful decisions in the investment world.
- Qualifications: Four years of experience supporting senior management and excellent organisational skills.
The predicted salary is between 36000 - 60000 £ per year.
The principal responsibility of this position is to provide secretarial and administrative support to the Secondary Funds team within Investment Solutions team based in London. This role sits within an integrated global team, and it focuses primarily on organizing meetings, travel and logistics and coordinating with other members of the team (based in New York, Amsterdam and Hong Kong) as well as external stakeholders.
Primary Responsibilities
- To assist with scheduling and coordinating meetings and calls with managers as well as internal meetings, sometimes including fund heads as and when required, booking conference rooms/meals.
- Extensive work with full-service corporate travel agents to coordinate travel including obtaining international visas, booking flights, hotels and ground transportation. Looking into various options to provide the most time/cost effective solution to fit with the Investment Solutions team budgets.
- Diary maintenance and co-ordination between various team members.
- Registration to various industry conferences and AGMs.
- Coordination between team members.
- Liaison with appropriate team members of two different companies to implement new procedures, verify costs and expense categories and coordinate team activities.
- Regularly tracking and recording meetings and meeting notes into Dealcloud.
- Using Blackspark to monitor mobility tracking.
- Responsible for using Concur to submit expenses.
- Support in management/maintenance of CRM and contact base.
- Ad-hoc desktop and CRM research with regards to prospect managers and clients (Preqin, LinkedIn etc).
- Provide general administrative support as requested (assist with setting up VC conferences, dealing with incoming phone calls, binding, copying/ business cards scanning/etc.).
- Maintain confidentiality of all sensitive and confidential issues.
- Review operating practices and implement improvements where necessary.
- Other reasonably related duties as assigned.
Please note that allocations for Carlyle Executive Assistants can be changed at any time and a flexible approach to allocation is expected. Holiday coverage for other EAs across the business as required.
Requirements
- Minimum of four years’ experience supporting senior level management.
- Excellent Microsoft Office Skills (including Outlook, Word, and Excel. Working knowledge of PowerPoint).
- Strong organizational skills and attention to detail.
- Flexibility to work overtime as required and be contactable out of hours particularly during periods of travel for team members.
- Collaborative/teamwork attitude and skills a must.
- Ability to work independently with strong follow-through skills.
- Excellent communication skills – both verbal and written.
- Flexibility to juggle high degree of multiple and changing priorities; strong ability to multi-task required.
- University degree preferred.
- Previous use of Salesforce Concur an advantage.
Executive Assistant employer: The Carlyle Group
Carlyle Group is an exceptional employer, offering a dynamic work environment in the heart of London where collaboration and innovation thrive. With a strong commitment to employee development and inclusion, Carlyle provides ample opportunities for growth through its Employee Resource Groups and a culture that values diverse perspectives. Employees enjoy competitive benefits and the chance to work alongside a global team of professionals dedicated to creating value for investors across various industries.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant
✨Tip Number 1
Network like a pro! Reach out to current or former employees at Carlyle through LinkedIn. A friendly chat can give us insider info and maybe even a referral.
✨Tip Number 2
Prepare for the interview by researching Carlyle's recent projects and values. We want to show that we’re not just interested in the role, but also in the company’s mission and culture.
✨Tip Number 3
Practice common interview questions with a friend. We need to nail our responses, especially around teamwork and organisation skills, which are key for an Executive Assistant.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows we’re serious about joining the team.
We think you need these skills to ace Executive Assistant
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Executive Assistant role. Highlight your experience in supporting senior management and your organisational skills. We want to see how you can bring value to our Secondary Funds team!
Showcase Your Skills:Don’t forget to showcase your Microsoft Office skills, especially with Outlook, Word, and Excel. If you've got experience with Concur or Salesforce, make that pop! We love seeing candidates who are tech-savvy.
Be Clear and Concise:When writing your cover letter, be clear and concise. We appreciate straightforward communication, so get to the point while still showing your personality. Let us know why you’re excited about this opportunity!
Apply Through Our Website:We encourage you to apply through our website for a smoother application process. It helps us keep everything organised and ensures your application gets the attention it deserves. We can’t wait to hear from you!
How to prepare for a job interview at The Carlyle Group
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of an Executive Assistant. Familiarise yourself with the specific tasks mentioned in the job description, like scheduling meetings and coordinating travel. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Showcase Your Organisational Skills
As an Executive Assistant, strong organisational skills are key. Prepare examples from your past experience where you've successfully managed multiple priorities or coordinated complex schedules. Be ready to discuss how you maintain attention to detail while juggling various tasks.
✨Familiarise Yourself with Relevant Tools
Since the role involves using tools like Concur and CRM systems, it’s a good idea to brush up on these platforms if you haven’t used them before. Mention any similar software you’ve worked with and express your willingness to learn quickly. This shows you’re proactive and adaptable.
✨Prepare for Teamwork Questions
Given the collaborative nature of the position, expect questions about teamwork and communication. Think of instances where you’ve worked effectively with others, especially in a global context. Highlight your ability to liaise with different stakeholders and adapt to various working styles.
