Executive Assistant

The Executive Assistant, reporting to the Senior Vice President, Operations, will work closely with senior management in the Dublin office of Carlyle Aviation providing administrative support across the various business units within the firm.
They will gain extensive knowledge of the organisation and key personnel and understand its aims and objectives.
They will often be the first point of contact from both inside and outside the company and will need to use discretion and confidentiality at all times.
The Executive Assistant will be integral to the day to day running of the office.
Responsibilities
Screening phone calls, enquiries and requests and handling them when appropriate
Planning and scheduling meetings and appointments
Taking minutes and tracking follow-up items at quarterly board meetings
Completing expense reports on Concur for senior management
Organising and maintaining office administration files and records
Liaising with clients, suppliers, and other staff
Assisting with the preparation and editing of reports and presentations as required
Arranging travel, visas and accommodation
Correspondence / Email management
Providing quality customer service
Assistance with transaction documents, arranging signatures, compiling, filing and sending out via courier
Arranging transaction documents to be notarised / apostilled / legalised
Organise and track original documents
Preparing and compiling various customer account opening forms, customs invoices, comparing duplicate contracts, etc.
Assisting with bank account opening
Compiling KYC requirements
All other ad-hoc duties assigned by senior management
Qualifications
The ideal candidate will have a minimum of 5 years' relevant administrative / general business experience, preferably within the aviation industry.
Job-Specific Skills:
Excellent interpersonal and communication skills
Demonstrated experience in supporting senior-level executives
Strong administration, planning/organisation and time management skills
Ability to multitask
Strong IT skills, especially in MS Office packages
Ability to work on own initiative and to tight deadlines
Fluent in English, additional languages a plus
Enjoy working in a fast-paced, dynamic team environment
Company Information
The Carlyle Group (NASDAQ: CG) is a global investment firm with $441 billion of assets under management and more than half of the AUM managed by women, across 636 investment vehicles as of December 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 2,300 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 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.
#J-18808-Ljbffr