Basic information
Job Name:
Executive Assistant, Global Legal Investments
Location:
New York/OVA
Line of Business:
Global Legal Investments
Job Function:
Investor Services
Date:
Monday, June 16, 2025
Executive Assistant, Global Legal Investments
The Carlyle Group
Administration, Legal
New York, NY, USA
USD 115k-125k / year
Posted on Jun 29, 2025
Position Summary
This role provides high-level executive administrative support to the Global Legal Investments team. Primary support will be given to a Partner, the Head of Global Legal Investments for the Americas, two Managing Directors, as well as additional team members including secondees and consultants. The position will support a second Partner, the Chief Legal Officer of Global Credit, and two Vice Presidents, with the potential for expanded coverage as needed.
Responsibilities
Executive Calendar Management
- Proactively maintain calendars, contacts and tasks using Microsoft Office; schedule and coordinate internal and external meetings, including tracking attendance, registering and greeting guests, arranging, setting up and taking down catering in meeting rooms.
- Organize and maintain time-sensitive meeting schedules across multiple time zones, ensuring seamless coordination and the avoidance of scheduling conflicts.
Travel and Event Planning
- Coordinate complex and ever-changing domestic and international travel arrangements, including multi-leg itineraries, ground transportation, dinner reservations, and meeting/event logistics.
- Serve as point of contact for real-time troubleshooting of travel disruptions, including after-hours and weekend support as needed.
- Lead planning and execution of major legal events, including the annual General Counsel Summit; manage venue selection, hotel blocks, RSVPs, vendor communications, and logistics with internal and external stakeholders.
- Research and recommend venues and vendors for offsites and conferences; manage registration, attendance, and follow-up communications.
Document and Information Management
- Maintain organized digital and physical filing systems for confidential deal documentation and sensitive legal materials.
- Oversee the preparation, editing, formatting, and finalization of critical business documents including correspondence, reports, and presentations.
- Support due diligence efforts through secure document handling and transmission.
Administrative Operations
- Submit and track deal-related invoices; onboard vendors and create new project entries in coordination with finance.
- Submit and reconcile expense reports in Concur, including currency conversions; collaborate with Accounts Payable to ensure timely reimbursements.
- Manage subscriptions to legal and research publications; coordinate conference registrations and business organization memberships.
- Maintain accurate records of team PTO and submit quarterly leave reports to HR.
- Track and enter legal's billable hours into the firm's system with accuracy and timeliness.
Team and Office Support
- Coordinate onboarding and offboarding for secondees, including technology setup, interview scheduling, and access tracking.
- Serve as office liaison for guest reception and supply procurement; assist with local deliveries and printing needs.
- Prepare and print large volumes of materials for team meetings, legal reviews, and due diligence sessions.
- Collaborate with remote IT to ensure all A/V needs are set up and functioning for meetings and presentations.
Communication and Liaison Responsibilities
- Facilitate the execution and return of signature documents to external counterparties.
- Act as a trusted point of contact between law firms, business development teams, and internal legal staff.
- Manage highly sensitive information with the utmost discretion and professionalism.
Project Support and Other Duties
- Provide occasional internet research support upon request.
- Assist with a wide range of ad hoc projects, including light personal assistant tasks, as assigned.
Qualifications
Education & Certificates
- Bachelor’s Degree strongly preferred
Professional Experience
- At least 5 years’ experience in a professional, corporate environment supporting senior professionals
- Excellent Microsoft Office Skills (including PowerPoint, Word, and Excel)
- New York Notary License, required or must be obtained within first 3 months of employment
- Paralegal experience a plus
- Willingness to work in the NY office at least four days each week (with flexibility when needed on Fridays)
- 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 New York 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 $115,000 - $125,000.
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 Carlyle.
Company Information
The Carlyle Group (NASDAQ: CG) is a global investment firm with $453 billion of assets under management and more than half of the AUM managed by women, across 641 investment vehicles as of March 31, 2025. 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 Carlyle AlpInvest - 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 believe that a wide spectrum of experiences and viewpoints drives 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." We strive to foster an environment where ideas are openly shared and valued. By bringing together teams with varied expertise and approaches, we enjoy a competitive advantage and create a stronger foundation for long-term success.