Executive Assistant
3 weeks ago
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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