Executive Assistant Job at Carlyle Group in New York

Executive Assistant, Human Capital Management

The Executive Assistant will provide high-level administrative support to the Human Capital Management (HCM) Americas Business Partner team in New York and Washington, DC. This individual will serve as a trusted partner, ensuring seamless operations across calendars, travel, documentation, and team processes while exercising discretion and maintaining confidentiality of sensitive information. In-office requirement: 4 days per week in-office.

Responsibilities

Calendar & Travel Management

• Proactively maintain complex calendars, contacts and tasks (primarily through Microsoft Office)
• Schedule and coordinate internal and external meetings and events, including tracking attendance, registering and greeting guests, ordering, setting up and taking down catering in meeting rooms
• Coordinate domestic and international travel arrangements which include flights, car service, dinner reservations, meetings and events, etc. This also includes troubleshooting travel problems, if they arise, including after hours or on weekends, as needed
• Arrange logistics for visiting team members (workspace reservations, building access and meeting coordination)

Operations and Documentation

• Manage confidential employee documentation and filing
• Signatures: Facilitate getting signatures and returning countersigned documents
• Partner with immigration counsel on documentation and LCA postings

Finance & Vendor Support

• Expenses: Review, edit and complete expense reimbursement reports primarily using Concur; work with AP for timely payments and track reimbursements
• Submit any invoices on behalf of the team (this includes all the preliminary work of setting up new vendors) relevant to support areas, including outplacement service fees, consulting, legal fees, etc.

Team and Stakeholder Support

• Serve as a trusted point of contact for internal stakeholders, demonstrating professionalism and discretion
• Provide general administrative support, data tracking, and research support as requested
• Track mobility and time off for the team in Blackspark system in addition to maintaining a separate PTO calendar for HCM team
• Assist EA Staffing Manager with EA coverage charts as needed
• Support ad hoc projects and initiatives across the HCM Americas team and other reasonably related duties as needed

Qualifications

Education & Certificates

• Bachelor's degree strongly preferred

Professional Experience

• A minimum of 5 7 years experience supporting senior professionals in a corporate setting, required
• Technically proficient in Microsoft Office skills (Word, Excel, PowerPoint) including pivot tables, v-lookup, formatting etc.
• Experience with Concur, HRIS, Workday and vendor management systems preferred

Competencies & Attributes

• Exceptional organizational and project management skills; detail-orientation is essential
• Excellent communication skills both written and verbal with a professional presence
• Proactive problem-solver with the ability to anticipate needs and follow through
• High level of discretion in handling confidential and sensitive matters
• Strong collaboration skills with the ability to build relationships across teams
• Adaptable, resourceful, and comfortable in a fast-paced environment with shifting priorities
• Ability to work independently with minimal supervision
• Flexibility and a willingness to perform other reasonable duties as requested, including willingness to work overtime as needed

Compensation

The compensation range for this role is specific to New York, NY and takes into account a wide range of factors including but not limited to the skill sets required / preferred; prior experience and training; licenses and / or certifications. The anticipated base salary range for this role is $110,000 to $120,000. In addition to the base salary, the hired professional will enjoy a comprehensive benefits package spanning retirement benefits, health insurance, life insurance and disability, paid time off, paid holidays, family planning benefits and various wellness programs. Additionally, the hired professional may also be eligible to participate in an annual discretionary incentive program, the award of which will be dependent on various factors, including, without limitation, individual and organizational performance.