Full job description
Basic information
Job Name:
Executive Assistant, AlpInvest
Location:
New York/OVA
Line of Business:
Investment Solutions
Job Function:
Investor Services
Date:
Thursday, June 13, 2024
Position Summary
The principal responsibility of this position is to provide executive administrative support to the Head of the Carlyle Group’s Global Investment Solutions, one of the firm’s three business segments, as well as the Head of Strategy.
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), car service, dinner reservations, 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;
- Inbox management for the Head of Investment Solutions: Efficiently handle and prioritize email correspondence, drafting correspondence and responding to routine inquiries, flagging urgent matters, and keeping their inbox organized and up to date.
- Leadership Team meeting support: Assist in the coordination, organization, and management of leadership team meetings, offsites, and Town Halls, including scheduling, preparing and distributing agendas, and managing any pre- or post-meeting activities.
- Booking conference rooms, lunch/dinner reservations, planning and managing team events, including offsites and Town Halls, planning and drafting event agendas, and assisting with team conferences.
- Investor meeting coordination: Liaise with various stakeholders, including investors and senior executives, to plan and arrange investor meetings, and ensure all necessary information and materials are prepared and provided in advance.
- 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.
- 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.
- 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 and discretion in handling sensitive information and documents.
- Build strong professional relationships with colleagues in all Carlyle offices worldwide.
- Other reasonably related duties as assigned.
Qualifications
Education & Certificates
- Bachelor’s degree strongly preferred.
Professional Experience
- At least 7-10 years of experience in a professional, corporate environment supporting senior professionals.
- Excellent Microsoft Office Skills (including Outlook, Word, PowerPoint, and Excel)
- Knowledge in CRM database (DealCloud)
Competencies & Attributes
- 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
- Collaborative/teamwork attitude and skills a must
- Maintain a positive attitude in a fast-paced work environment
Benefits/Compensation
The compensation range for this role is specific to New York City 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 $110,000-$120,000.
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 The Carlyle Group.
Company Information
The Carlyle Group (NASDAQ: CG) is a global investment firm with $425 billion of assets under management and more than half of the AUM managed by women, across 595 investment vehicles as of March 31, 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 2,200 professionals operating in 28 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 know that diverse teams perform better, so we seek to create a community where we continually exchange insights, embrace different perspectives and leverage diversity as a competitive advantage. That is why we are committed to growing and cultivating teams that include people with a variety of perspectives, people who provide unique lenses through which to view potential deals, support and run our business.
