Primary Responsibilities
Proactively maintain calendar, and tasks (primarily done 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 complex and ever-changing domestic and international travel arrangements, which include flights (commercial and private), hotel reservations, car service, internal and client meetings, and events, etc. This also includes checking managers into flights, tracking flights (and weather), and troubleshooting travel problems, if they arise, including after hours or on weekends, as needed.
Booking conference rooms, booking lunch/dinner reservations, planning team events and assisting with team conferences.
Supporting the planning and execution for investor facing and non-investor facing events, meetings, trainings and conferences.
Manage the invitation process for investor meetings, including creating invite lists, tracking RSVPs, and ensuring appropriate follow-up.
Coordinate meeting logistics, including venue setup, virtual meeting platforms, and necessary documentation.
Track and provide coverage for all relevant global conferences, ensuring appropriate participation from the Executive Office and investor relations team.
Assist in managing executive attendance at key events and preparing relevant materials.
Expenses: Review, edit and complete expense reimbursement reports monthly (which can involve appropriate foreign currency conversions) primarily using Concur; work with AP for timely payments and track reimbursements.
Perform general administrative and office tasks including, but not limited to, preparing correspondence, file organization, data entry, maintaining contact lists and process documents, archiving and preparing and printing pre-meeting materials for review.
Provide general administrative and office support as requested, moderate copying/filing/faxes, etc.
Prepare, print and, where necessary, ship presentation materials to ensure such materials are available for team onsite and during travel.
· Collaborate with IT (in a remote office) to ensure that audio/visual components are set up and functional in advance of meetings.
· Order supplies for the office and retrieve guests/deliveries from office reception.
· Assist with special projects as needed; proactively anticipate work assignments whenever possible.
· Maintain confidentiality of all sensitive and confidential issues.
· Build strong professional relationships with colleagues in all Carlyle offices worldwide.
· Other reasonably related duties as assigned.
Proactively maintain calendar, and tasks (primarily done 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 complex and ever-changing domestic and international travel arrangements, which include flights (commercial and private), hotel reservations, car service, internal and client meetings, and events, etc. This also includes checking managers into flights, tracking flights (and weather), and troubleshooting travel problems, if they arise, including after hours or on weekends, as needed.
Booking conference rooms, booking lunch/dinner reservations, planning team events and assisting with team conferences.
Supporting the planning and execution for investor facing and non-investor facing events, meetings, trainings and conferences.
Manage the invitation process for investor meetings, including creating invite lists, tracking RSVPs, and ensuring appropriate follow-up.
Coordinate meeting logistics, including venue setup, virtual meeting platforms, and necessary documentation.
Track and provide coverage for all relevant global conferences, ensuring appropriate participation from the Executive Office and investor relations team.
Assist in managing executive attendance at key events and preparing relevant materials.
Expenses: Review, edit and complete expense reimbursement reports monthly (which can involve appropriate foreign currency conversions) primarily using Concur; work with AP for timely payments and track reimbursements.
Perform general administrative and office tasks including, but not limited to, preparing correspondence, file organization, data entry, maintaining contact lists and process documents, archiving and preparing and printing pre-meeting materials for review.
Provide general administrative and office support as requested, moderate copying/filing/faxes, etc.
Prepare, print and, where necessary, ship presentation materials to ensure such materials are available for team onsite and during travel.
· Collaborate with IT (in a remote office) to ensure that audio/visual components are set up and functional in advance of meetings.
· Order supplies for the office and retrieve guests/deliveries from office reception.
· Assist with special projects as needed; proactively anticipate work assignments whenever possible.
· Maintain confidentiality of all sensitive and confidential issues.
· Build strong professional relationships with colleagues in all Carlyle offices worldwide.
· Other reasonably related duties as assigned.