Executive Assistant

Position Summary

Fund or Department Description

The Global Legal Investments team are the in-house lawyers based in London, New York and Hong Kong, who assist the deal teams across the entire Carlyle network, across all sectors and geographies. The team works under the Chief Risk Officer, General Counsel for Legal Investments and Head of EMEA who is based in London.

Position Summary

The principal role of the EA is to provide administrative support to the Global Legal Investments team based in London, consisting of:

• One Managing Director
• Two Directors
• Legal & Ops Manager
• Ad-hoc support for Chief Risk Officer, General Counsel

Ad-hoc support for Legal Secondees

Responsibilities

Primary Responsibilities

60% of time

• Provide general administrative support: assist with incoming phone calls, copying, printing, scanning, binding, filing and archiving
• internal and external meetings. The ideal candidate will be highly responsive, proactively anticipate needs, identify potential conflicts, and provide effective solutions to optimize time management.
• Complete online Carlyle expense forms (using Concur), track reimbursements and ensure correct coding is applied according to the appropriate entity
• Document management; assist with formatting, proof reading, coordinating signatures and assisting with red-line comparisons (confident use of Microsoft Word and PowerPoint essential)
• Work with full-service corporate travel agent to co-ordinate executive travel
• Ensure strong communication across the firm with and from our department
• Act as the first point of contact within the team for any ad hoc tasks demonstrating a proactive approach.

15%

• Assist the Legal & Operations Manager by supporting the Chief Risk Officer, General Counsel with a variety of ad-hoc requests including submitting their expenses and booking travel.
• Fully support the Chief Risk Officer, General Counsel when the Legal & Operations Manager is travelling or on annual leave
• Supporting the Legal & Operations Manager with ad-hoc tasks

15%

• Complete online Mobility Tracking System (BlackSpark) on a monthly basis
• Submit new vendor requests (using Ariba), and assist with invoice processing working with our accounts and fund management teams
• Leverage productivity software (especially Microsoft Office) to maintain calendars, contacts and tasks
• and archived efficiently (physical and electronic filling)
• Maintain the Global Legal Investments and Knowhow drives

10%

• Update and maintain the relevant team structure document(s)
• Onboarding of new starters within the team (inc. legal secondees on regular rotation) – liaising with HR, IT and Office Services and where appropriate, set up of AMEX and Travel Profiles
• Preparing starter packs for the Legal Secondees every 6 months
• Other reasonably related duties as assigned

Qualifications

Requirements

Education & Certificates

• Degree or equivalent
• Advanced knowledge of Outlook, Word & PowerPoint
• Competent in Excel
• Knowledge and experience using BlackSpark, Concur and Ariba

Professional Experience

• 5+ years’ experience as an Executive Assistant, including supporting Senior Management
• Experience in a fast-paced environment where there are tight deadlines and changing priorities (such as a legal firm or Investment Bank)
• Experience working with legal documentation

Competencies & Attributes

• Highly organised, able to track work and meet deadlines
• Impeccable attention to detail
• Proactive
• Proven ability to prioritise
• Ability to multitask and anticipate the needs of the team and firm
• Have the upmost discretion and can maintain confidentiality of all sensitive issues
• Strong interpersonal skills
• Team player
• Strong work ethic and willing to go the extra mile when required

Company Information

The Carlyle Group (NASDAQ: CG) is a global investment firm with $376 billion of assets under management and more than half of the AUM managed by women, across 520 investment vehicles as of June 30, 2022. Founded in 1987 in Washington, DC, Carlyle has grown into one of the world’s largest and most successful investment firms, with nearly 1,900 professionals operating in 26 offices in North America, South 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.

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