Executive Assistant

Position Summary The principal responsibility of this position is to provide secretarial and administrative support to members of the Investor Relations team based in London. The role focuses primarily on organising travel and logistics for investor meetings and roadshows.

Primary Responsibilities To assist with scheduling and coordinating meetings with investors and potential investors as well as internal meetings across the region for the London based IR team (as well as specific Fund Heads as and when required); booking conference rooms/meals; setting up conference calls and video conferences. To coordinate “Roadshows” (series of investor meetings), including complex travel schedules in various time zones with international transfers, for all Carlyle investment teams; Managing and maintaining calendars, ensure everything is up to date, proactively follow up on rescheduled/cancelled meetings; Organize investor events in different European cities, including lunches and dinners. The organisational aspect includes choosing venue and menus, sending out invitations and monitoring responses etc; Management of Europe’s investor database(s) using Excel, Salesforce and DealCloud; Ensure the latest flipbooks/presentations are saved in the dedicated folders; Coordination of corporate sponsorship and registrations for industry conferences; Assist in the coordination of corporate communications to investors; Provide support to investors and potential investors when required, send quarterly reports/valuations to investors as per managers’ request; Extensive work with full-service corporate travel agent to coordinate travel including obtaining international visas; Leverage productivity software (especially Microsoft Office) to maintain calendars, contacts and tasks; Complete online Carlyle mobility tracking and expense forms and track reimbursements; Moderate document creation (Microsoft Word and PowerPoint); Provide general administrative support as requested (assist with incoming phone calls, copying/filing/faxes/printing/binding, etc.); Pro-actively anticipate work assignments whenever possible and use initiative in their daily work; Maintain confidentiality of all sensitive and confidential issues; Liaising with underlying fund managers and prospective fund managers, scheduling meetings and calls; Supporting the day-to-day organisational needs of the London-based Investments team; File and retrieve documents and reference materials, including cards to contacts, updating of vcards for any new contact; Review operating practices and implement improvements where necessary; Electronic filing and knowledge of what’s available for quarterly reports, underlying funds and co-investment; documentation: save, organise, file on the server according to existing structure in a timely fashion; Basic understanding of the investment business to assist with duties; Other reasonably related duties as assigned. Fire Warden duties Please note that allocations for Carlyle Executive Assistants can be changed at any time and a flexible approach to allocation is expected Holiday coverage for other EAs across the business as required