The Executive Assistant, reporting to the Senior Vice President, Operations, will work closely with senior management in the Dublin office of Carlyle Aviation providing administrative support across the various business units within the firm. They will gain extensive knowledge of the organisation and key personnel and understand its aims and objectives. They will often be the first point of contact from both inside and outside the company and will need to use discretion and confidentiality at all times. The Executive Assistant will be integral to the day to day running of the office.
- Screening phone calls, enquiries and requests and handling them when appropriate
- Planning and scheduling meetings and appointments
- Taking minutes and tracking follow-up items at quarterly board meetings
- Completing expense reports on Concur for senior management
- Organising and maintaining office administration files and records
- Liaising with clients, suppliers, and other staff
- Assisting with the preparation and editing of reports and presentations as required
- Arranging travel, visas and accommodation
- Correspondence / Email management
- Providing quality customer service
- Assistance with transaction documents, arranging signatures, compiling, filing and sending out via courier
- Arranging transaction documents to be notarised / apostilled / legalised
- Organise and track original documents
- Preparing and compiling various customer account opening forms, customs invoices, comparing duplicate contracts, etc.
- Assisting with bank account opening
- Compiling KYC requirements
- All other ad-hoc duties assigned by senior management
Minimum Qualifications:
The ideal candidate will have a minimum of 5 years’ relevant administrative / general business experience, preferably within the aviation industry.
Job-Specific Skills:
- Excellent interpersonal and communication skills
- Demonstrated experience in supporting senior-level executives
- Strong administration, planning/organisation and time management skills
- Ability to multitask
- Strong IT skills, especially in MS Office packages
- Ability to work on own initiative and to tight deadlines
- Fluent in English, additional languages a plus
- Enjoy working in a fast-paced, dynamic team environment
Salary and Benefits:
- Competitive salary
- Discretionary bonus
- Pension
- Health Insurance
- Death in Service and Income Protection
Carlyle Aviation Management Limited is a subsidiary of Carlyle Aviation Partners (“CAP”), positioned within The Carlyle Group’s (“TCG”) Global Credit Business Segment. TCG is a global investment firm which was founded in Washington, DC, in 1987 and today has 29 offices across 4 continents and more than 2,300 professionals worldwide. TCG currently has US$441 billion of assets under management (“AUM”), spanning 3 business segments and 636 investment vehicles worldwide. CAP is a leading multi-strategy institutional investment manager with demonstrated capabilities and expertise across all segments of the aviation industry. Relying on its in-depth knowledge and the strength of its relationships, CAP seeks innovative ways to generate favourable returns, while working strategically with its industry partners. CAP is currently raising CAPF VII, its seventh commingled aviation fund, which focuses on new and used aviation assets. As of 31 December 2024, CAP has 363 aircraft placed with 109 lessees worldwide and assets under management of approximately US$11.9 billion.
