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
• Fire warden duties
• 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