Executive Assistant

Full-time - Mid Level

Washington, DC

1,001-5,000 employees

Real Estate

About the position

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.

Requirements

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

Nice-to-haves

• 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

• The anticipated base salary range for this role is $105,000 to $115,000.
• Comprehensive benefits package spanning retirement benefits, health insurance, life insurance and disability, paid time off, paid holidays, family planning benefits and various wellness programs.
• Eligibility to participate in an annual discretionary incentive program, dependent on individual and organizational performance.