Executive Assistant

3 weeks ago


Dublin Pike, Ireland Carlyle Aviation Partners Full time

Overview
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

Minimum 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

Salary and Benefits

Discretionary bonus

Pension

Health Insurance

Death in Service and Income Protection

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Finance

Industries

Venture Capital and Private Equity Principals

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