Basic information

Job Name:

Executive Assistant

Location:

Washington, DC

Line of Business:

Finance

Job Function:

Investment Professionals

Date:

Monday, February 3, 2025

Position Summary

The principal responsibility of this position is to provide executive administrative support to 1 Partner, 3 Managing Directors, and two analysts.

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), hotel reservations, car service, 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.
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.
Maintain CRM and run reports as needed for team; periodic communication with investors to obtain information for correspondence; organize and maintain thorough filing system for all investors and potential investors.
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.
Provide general administrative and office support as requested (assist with incoming phone calls, moderate copying/filing/faxes, etc.)
Prepare, print and, where necessary, ship presentation materials to ensure such materials are available for team onsite and during travel.
Printing and putting together pitch books.
Collaborate with IT (in a remote office) to ensure that audio/visual components are set up and functional in advance of meetings.
Order supplies for the office and retrieve guests/deliveries from office reception.
Assist with special projects as needed; proactively anticipate work assignments whenever possible
Maintain confidentiality of all sensitive and confidential issues.
Building strong professional relationships with colleagues in all Carlyle offices worldwide.
Other reasonably related duties as assigned.

Qualifications

Education & Certificates

Bachelor’s degree strongly preferred
Bilingual Spanish speaking required
Portuguese speaking a plus

Professional Experience

At least 7+ years of experience in a professional, corporate environment supporting senior professionals
Excellent Microsoft Office Skills (including PowerPoint, Word and Excel)
High level user and experience with CRM system (DealCloud, Salesforce, etc.)
Roadshow experience is a plus

Competencies & Attributes

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)
Ability to work independently with minimal supervision with strong follow-through skills
Excellent written and verbal communication skills
Strong attention to detail
Positive attitude
Team player

Benefits/Compensation

The compensation range for this role is specific to Washington, DC, 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 $105,000 to $115,000.

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.

Company Information

The Carlyle Group (NASDAQ: CG) is a global investment firm with $447 billion of assets under management and more than half of the AUM managed by women, across 612 investment vehicles as of September 30, 2024. Founded in 1987 in Washington, DC, Carlyle has grown into one of the world's largest and most successful investment firms, with more than 2,300 professionals operating in 29 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 value diversity as a key driver of performance and success. Our CEO, Harvey Schwartz, has stated that, "To build better businesses and create value for all of our stakeholders, we are focused on assembling leadership teams with the strongest insights from a range of perspectives." Our aim is to cultivate a community where insights are continually exchanged and different perspectives are embraced. We recognize that diverse teams perform better and we are dedicated to leveraging diversity as a competitive advantage at Carlyle.