Executive Assistant, Global Wealth

The principal responsibility of this position is to provide secretarial and administrative support to members of the Client Solutions Group Global Wealth team 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 IR team (and specific Fund Heads as required); book conference rooms and meals; set 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, ensure everything is up to date, proactively follow up on rescheduled or cancelled meetings.
• Organise investor events in different European cities, including lunches and dinners; choose venue and menus, send out invitations, monitor responses.
• Manage Europe’s investor database(s) using Excel, Salesforce and DealCloud.
• Ensure the latest flipbooks and 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, sending quarterly reports and valuations to investors as per managers’ request.
• Cooperate with a 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 using Microsoft Word and PowerPoint.
• Provide general administrative support as requested (assist with incoming phone calls, copying, filing, printing, binding, etc.).
• Pro‑actively anticipate work assignments whenever possible and use initiative in 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 and updating vcards for any new contact.
• Review operating practices and implement improvements where necessary.
• Manage electronic filing and knowledge of what’s available for quarterly reports, underlying funds, and co‑investment; document: save, organise, file on the server according to existing structure in a timely fashion.
• Have a basic understanding of the investment business to assist with duties.
• Perform other reasonably related duties as assigned.
• Note that allocations for Carlyle Executive Assistants can be changed at any time and a flexible approach to allocation is expected.
• Provide 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, including pivot tables, macros, data management, and formulas). Working knowledge of PowerPoint.
• Strong organisational skills and attention to detail (e.g., correct grammar, spelling, saving files from emails with easy reference names).
• Experience with Customer Relationship Management Systems such as Salesforce and DealCloud.
• 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 a high degree of multiple and changing priorities; strong ability to multi‑task required.

Education & Certificates

• University degree preferred.