BASIC INFORMATION

Job Name:
Executive Assistant
Location:
Dublin/SJRQ
Line of Business:
Global Credit
Job Function:
Investor Services
Date:
Thursday, April 3, 2025

POSITION SUMMARY

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.

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

• 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