Executive Assistant, Global Legal Investments

• Proactively maintain calendars, contacts and tasks using Microsoft Office; schedule and coordinate internal and external meetings, including tracking attendance, registering and greeting guests, arranging, setting up and taking down catering in meeting rooms.
• Organize and maintain time-sensitive meeting schedules across multiple time zones, ensuring seamless coordination and the avoidance of scheduling conflicts.

• Coordinate complex and ever-changing domestic and international travel arrangements, including multi-leg itineraries, ground transportation, dinner reservations, and meeting/event logistics.
• Serve as point of contact for real-time troubleshooting of travel disruptions, including after-hours and weekend support as needed.
• Lead planning and execution of major legal events, including the annual General Counsel Summit; manage venue selection, hotel blocks, RSVPs, vendor communications, and logistics with internal and external stakeholders.
• Research and recommend venues and vendors for offsites and conferences; manage registration, attendance, and follow-up communications.

• Maintain organized digital and physical filing systems for confidential deal documentation and sensitive legal materials.
• Oversee the preparation, editing, formatting, and finalization of critical business documents including correspondence, reports, and presentations.
• Support due diligence efforts through secure document handling and transmission.

• Submit and track deal-related invoices; onboard vendors and create new project entries in coordination with finance.
• Submit and reconcile expense reports in Concur, including currency conversions; collaborate with Accounts Payable to ensure timely reimbursements.
• Manage subscriptions to legal and research publications; coordinate conference registrations and business organization memberships.
• Maintain accurate records of team PTO and submit quarterly leave reports to HR.
• Track and enter legal's billable hours into the firm's system with accuracy and timeliness.

• Coordinate onboarding and offboarding for secondees, including technology setup, interview scheduling, and access tracking.
• Serve as office liaison for guest reception and supply procurement; assist with local deliveries and printing needs.
• Prepare and print large volumes of materials for team meetings, legal reviews, and due diligence sessions.
• Collaborate with remote IT to ensure all A/V needs are set up and functioning for meetings and presentations.

• Facilitate the execution and return of signature documents to external counterparties.
• Act as a trusted point of contact between law firms, business development teams, and internal legal staff.
• Manage highly sensitive information with the utmost discretion and professionalism.

• Provide occasional internet research support upon request.
• Assist with a wide range of ad hoc projects, including light personal assistant tasks, as assigned.

• Bachelor's Degree strongly preferred

• At least 5 years' experience in a professional, corporate environment supporting senior professionals
• Excellent Microsoft Office Skills (including PowerPoint, Word, and Excel)
• New York Notary License, required or must be obtained within first 3 months of employment
• Paralegal experience a plus

• Willingness to work in the NY office at least four days each week (with flexibility when needed on Fridays)
• Highly organized, proactive mindset and willingness to go the extra mile
• Ability to prioritize effectively and juggle multiple urgent tasks
• Works well under pressure (with deadlines)
• Ability to work independently with minimal supervision with strong follow-through skills
• Excellent written and verbal communication skills
• Strong attention to detail
• Positive attitude
• Team player

Carlyle