Executive Assistant, Executive Office

Avature; New York (NY); On-site; USD 125,000 - 135,000; Full time

Job summary

An established industry player is seeking a Second Executive Assistant to join their Executive Office team in New York. This role demands exceptional judgment and discretion, focusing on calendar management, meeting coordination, and travel logistics. The ideal candidate will thrive in a fast-paced environment, demonstrating flexibility and a commitment to excellence. With a competitive salary and comprehensive benefits package, this position offers a unique opportunity to support C-suite executives and contribute to seamless operations. If you are resourceful and possess strong communication skills, this role is perfect for you.

Benefits

Health Insurance

Retirement Benefits

Paid Time Off

Paid Holidays

Life Insurance

Disability Insurance

Family Planning Benefits

Wellness Programs

Annual Discretionary Incentive Program

Qualifications

• 5+ years supporting C-suite Executives required.
• Strong communication skills and flexibility essential.
• Experience in financial services preferred.

Responsibilities

• Manage calendars and coordinate meetings for senior leaders.
• Support complex executive travel arrangements.
• Provide administrative support for in-person meetings.

Skills

Administrative Support

Calendar Management

Meeting Coordination

Travel Coordination

Communication Skills

Confidentiality

Resourcefulness

Teamwork

Education

College Degree

Tools

DealCloud (CRM)

Job description

Second Executive Assistant, Executive Office

Location:

New York/OVA

Line of Business:

Executive Office

Job Function:

Executive Office

Date:

Position Summary

The Second Executive Assistant (EA) will support individuals within our Executive Office. This role requires exceptional judgment, flexibility, and discretion, with a focus on calendar management, meeting and travel coordination, logistics, task tracking, and administrative support. This EA works in close partnership with the Senior EA and Chief of Staff to ensure seamless operations and support for the Executive Office.

Responsibilities

Supporting the Executive Office demands flexibility, discretion, and a commitment to excellence. While the standard working hours for this role are 9:00 a.m. to 6:00 p.m., flexibility is paramount. The Executive Assistant must adjust work hours based on the team’s needs, including arriving early or staying late for important events such as earnings releases, board meetings, or town halls.

This role requires five days a week in the office and reflects the essential day-to-day nature of supporting the Executive Office team.

Vacation requests must be carefully coordinated and planned around the schedules of the key stakeholders within the EO to ensure continuous support coverage.

Primary Responsibilities:

Calendar & Scheduling Support

• Serve as secondary support for calendar management, collaborating closely with the Senior EA.
• Coordinate calendar management and scheduling for select senior leaders, including travel, and conference registration support.

Meeting Coordination & Confirmation

• Pre-confirm internal attendance and speaker participation for upcoming meetings, ensuring clarity and completeness.
• Share confirmed attendance updates with the Executive Office team during weekly meetings or designated check-ins.
• Assist with meeting preparation and follow-up as needed.

Travel Coordination

• Support coordination for complex executive travel, hotels, ground transport, and detailed itineraries.
• Cater to executive preferences and ensure seamless transitions across all travel touchpoints.

Document Preparation & Printing

• Prepare and print weekly materials
• Coordinate the collection, formatting, and delivery of all print and prep materials.

Office & Meeting Support

• Serve as backup gatekeeper for incoming calls and requests, using sound judgment to prioritize appropriately.
• Provide administrative support for in-person meetings, including guest greeting and coordination.
• Engage IT and Office Services to ensure a high-quality, professional office and home-office environment.

CRM & Systems Management

• Leverage tools such as DealCloud (CRM) to manage contacts, calendar data, and task workflows.

Expense Management

• Complete and submit expense reports, track reimbursements, and ensure timely follow-up on outstanding items.

Qualifications

Education & Certificates

• College degree strongly preferred

Professional Experience

• Minimum of 5 years of experience supporting C-suite Executives
• Background in financial services is strongly preferred
• Ability to work independently with strong follow-through skills
• Excellent communication skills – both verbal and written
• Flexibility to juggle moderate degree of multiple and changing priorities
• Resourcefulness in executing projects
• Collaborative/teamwork attitude and skills a must
• Maintain confidentiality and discretion in all aspects of role

The compensation range for this role is specific to New York City and takes into account a wide range of factors including but not limited to the skill sets required/preferred; prior experience and training; licenses and/or certifications.

The anticipated base salary range for this role is $125,000 to $135,000.

In addition to the base salary, the hired professional will enjoy a comprehensive benefits package spanning retirement benefits, health insurance, life insurance and disability, paid time off, paid holidays, family planning benefits and various wellness programs. Additionally, the hired professional may also be eligible to participate in an annual discretionary incentive program, the award of which will be dependent on various factors, including, without limitation, individual and organizational performance.

Due to the high volume of candidates, please be advised that only candidates selected to interview will be contacted by The Carlyle Group.

Company Information

The Carlyle Group (NASDAQ: CG) is a global investment firm with $441 billion of assets under management and more than half of the AUM managed by women, across 636 investment vehicles as of December 31, 2024. Founded in 1987 in Washington, DC, Carlyle has grown into one of the world's largest and most successful investment firms, with more than 2,300 professionals operating in 29 offices in North America, Europe, the Middle East, Asia and Australia. Carlyle places an emphasis on development, retention and inclusion as supported by our internal processes and seven Employee Resource Groups (ERGs). Carlyle's purpose is to invest wisely and create value on behalf of its 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 Investment Solutions - and has expertise in various industries, including: aerospace, defense & government services, consumer & retail, energy, financial services, healthcare, industrial, real estate, technology & business services, telecommunications & media and transportation.

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." We strive to foster an environment where ideas are openly shared and valued. By bringing together teams with varied expertise and approaches, we enjoy a competitive advantage and create a stronger foundation for long-term success.