Office Coordinator

6ZWPF CARLYLE INTERNATIONAL; Dublin; On-site; EUR 32,000 - 42,000; Full time

Job summary

The Carlyle Group in Dublin is seeking an Office Coordinator to support the day-to-day running of the Dublin office for the Aviation team. You will provide practical administrative, operational and executive support, manage supplier invoices and office services, coordinate meetings and visitors, and maintain filing and records.

We require a bachelor’s degree and proven experience in office administration, excellent organisational and communication skills, and a proactive, discreet approach.

Qualifications

• Bachelor’s degree in business, administration or a related field.
• Experience in office administration or executive support.
• Strong organisation and attention to detail.
• Confident written and verbal communication.
• Proficiency with Microsoft Suite, Concur and SharePoint.

Responsibilities

• Office & operations support; main point of contact for admin tasks.
• Manage phone line, mailbox, post, couriers and scanning.
• Coordinate office supplies, catering and meeting room needs.
• Support facilities tasks and office readiness checks.
• Liaise with building management, suppliers and service providers.
• Arrange meetings, visitor logistics and internal events.
• Provide diary coordination, travel bookings and expense processing for senior management.
• Assist with board meeting prep, document handling and minutes follow-up.
• Support monthly reporting tasks and deadlines.
• Route invoices and supplier documentation to internal teams.
• Maintain annual/sick leave records and file management.
• Assist with contract administration, signatures and courier arrangements.

Skills

Organisational skills

Communication skills

Written & verbal communication

Microsoft Office

Concur

SharePoint

Diary management

Travel bookings

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Suite

Concur

SharePoint

Job description

Position Summary

The Office Coordinator will support the smooth day-to-day running of the Dublin office, providing practical administrative, operational and executive support across the Aviation team. The role involves assisting with office services, coordinating meetings and visitors, supporting senior management, handling supplier and invoice administration, and ensuring recurring office processes are completed accurately and on time.

Primary Responsibilities

• Office & Operations Support; Act as a key point of contact for general office administration
• Manage the main phone line, shared mailbox, post, couriers and document scanning
• Coordinate office supplies, kitchen stock, stationery, catering and meeting room requirements
• Support facilities-related tasks, including printer checks, meeting room equipment checks and general office readiness
• Liaise with building management, reception, security, suppliers and service providers
• Arrange meeting rooms, catering, visitor logistics and interoffice visitor communications
• Support internal meetings, team breakfasts, office events, charity events and seasonal activities
• Assist with meeting arrangements for external directors and visitors in Dublin or other locations as required
• Provide administrative support to senior management, including diary coordination, travel bookings and expense processing
• Assist with board meeting preparation, document handling and follow-up actions including completion of board minutes
• Support monthly reporting tasks and recurring administration deadlines
• Route invoices and supplier documentation to the correct internal teams
• Maintain annual leave and sick leave records
• Save, file and manage documents across internal systems and shared drives
• Assist with contract administration, signatures, notarisation, apostilling and courier arrangements where required
• Supporting the SVP, Operations on other ad-hoc projects and responsibilities as and when they arise

Requirements

• A bachelor’s degree in Business Administration, Management, Communications, Human Resources, or another relevant discipline
• Previous experience in office administration, operations support, team assistance or executive support
• Strong organisational skills and excellent attention to detail
• Confident communication skills, both written and verbal
• Good working knowledge of Microsoft Suite, Concur, SharePoint
• Ability to manage multiple tasks, deadlines and stakeholders calmly and in a positive manner
• Discreet, reliable and comfortable handling confidential information
• Proactive, practical and willing to get stuck in when needed

About Us

The Carlyle Group (NASDAQ: CG) is a global investment firm with $475 billion of assets under management, across 678 investment vehicles as of March 31, 2026. Founded in 1987 in Washington, DC, Carlyle has grown into one of the world's largest and most successful investment firms, with more than 2,500 professionals operating in 28 offices in North America, Europe, the Middle East, Asia and Australia.

Carlyle’s purpose is to connect people, ideas, and capital to fuel growth for companies and performance for investors, which range from public and private pension funds to wealthy individuals and families to sovereign wealth funds, unions and corporations.

Carlyle invests across three segments – Global Private Equity, Global Credit and Carlyle AlpInvest – and has deep expertise across industries, markets, and geographies.

At Carlyle, we believe that a wide spectrum of experiences and viewpoints drives performance and success.

Our CEO, Harvey Schwartz, has stated that, "To build better businesses and create value for all of our stakeholders, we are focused on assembling leadership teams with the strongest insights from a range of perspectives." Reflecting this view, emphasis is placed on development, retention and inclusion through our internal processes and seven Employee Resource Groups (ERGs).

We cultivate a culture where ideas are openly shared and challenged, connecting diverse expertise and perspectives to drive enduring value.

Our Growth is Creating Great Opportunities! Our team is expanding, and we want to hire the most talented people we can. Continued success depends on it!