Executive Assistant
hace 27 días
New York
Job Description Responsibilities: • The principal responsibility of this position is to provide executive administrative support to members of the Secondaries (AlpInvest) team. This team is comprised of mostly Associate and VP level stakeholders with support ranging for 15 to 18 individuals., • 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., • 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. This role is heavy expense management moreso than any other function., • 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 including managing conference attendance and memberships to business organizations, • Phones: For senior Investment Professionals, answer phone lines and take messages as needed, • Signatures: Facilitate getting signatures and sending-back to counter-parties outside the firm, specifically with respect to confidentiality agreements, • Documentation Management: Manage digital and hard copy filing of highly confidential, pertinent deal information, including the creation of documents from disparate sources of information, • 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, • Maintain confidentiality of all sensitive and confidential issues, • Build strong professional relationships with colleagues in all Carlyle offices worldwide, • Teamwork: work as part of a collaborative team of EAs to ensure appropriate coverage and maintain team records and resources to ensure business continuityCompany DescriptionAtlas Search is an executive recruiting firm dedicated to placing accounting, finance, middle office, information technology, human resources, and office / accounting support professionals. Our clients range from Fortune 500 to start-ups and we service all industries ranging from Financial Services to Media & Entertainment. We were founded on the principle of relationships; our firm has been built on partnering with candidates and clients with a focus on their long-term interests. We provide Technology professionals like yourself on a permanent basis for our clients across all industries. Specialties include: Software Engineers, Web Developers, iOS/Android Engineers, Data Analysts, Business Intelligence, Data Engineers, Data Scientists, Help Desk/Desktop Support, Systems Administrators/Engineers, Network Administrators/Engineers, Cloud/DevOps Engineers, Application Support, Business Analysts, Project Managers, IT Managers, CTOs, etc.Atlas Search is an executive recruiting firm dedicated to placing accounting, finance, middle office, information technology, human resources, and office / accounting support professionals. Our clients range from Fortune 500 to start-ups and we service all industries ranging from Financial Services to Media & Entertainment. We were founded on the principle of relationships; our firm has been built on partnering with candidates and clients with a focus on their long-term interests. We provide Technology professionals like yourself on a permanent basis for our clients across all industries. Specialties include: Software Engineers, Web Developers, iOS/Android Engineers, Data Analysts, Business Intelligence, Data Engineers, Data Scientists, Help Desk/Desktop Support, Systems Administrators/Engineers, Network Administrators/Engineers, Cloud/DevOps Engineers, Application Support, Business Analysts, Project Managers, IT Managers, CTOs, etc.