Executive Assistant

Amazon Europe Core SARL

Executive Assistant

DESCRIPTION

We are Amazon; we pioneer. Since opening in 1995, we’ve been pushing the boundaries of possible further and further. Amazon is currently looking for a highly organised, efficient, creative, energetic and outgoing Executive Assistant to join its Turkey Operations team in Istanbul. The role will have dual responsibility, to support Turkey Operations Director and the Istanbul Fulfilment Center site General Manager.

About Amazon’s busy Fulfilment Centres: the Operations teams that work in these facilities are responsible for controlling our vast range of fast-moving inventory, from Inbound to Outbound departments. They also work as smart as they can to ensure that our customers receive what they want, when they want it, while improving processes and workflows wherever possible.

The right candidate will have a strong bias for action and the ability to juggle multiple critical requests. The individual in this role will possess the skills to complete complex tasks and projects quickly with minimal guidance, react with appropriate urgency to situations which require a quick turnaround, be able to take effective action with sometimes ambiguous information, and proactively solve difficult or complex problems that affect people within the department. They will also be highly detail-oriented and demonstrate sound communication while maintaining flexibility, and composure. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals both inside and outside the company is critical.
In this critical role, for our fulfilment center, you will enjoy a varied and a great range of interactions daily. You will be responsible for the coordination of engagement events across the site and manage the associated annual budget. This exciting role will allow you to be creative in bringing your ideas and fun initiatives to life, working with our operations teams and driving communication within the Fulfilment Center. Whatever you find yourself focusing on, it will be aimed at delivering the highest quality service to our internal and external customers.


Key job responsibilities
• Provide executive support to the Operations Director Turkey, as well as assist other senior staff based in Istanbul and other parts of Turkey.
• Organise external meetings with operations partners, business stakeholders and government departments in Turkey
• Interact with Amazon counterparts on a global basis to arrange meetings, conference calls, diary schedules etc.
• Assist with the preparation of presentations and narrative documentation
• Prepare minutes of meetings and assist with the follow up actions from meeting outcomes.
• Be responsible for the overall direction and coordination of the leadership team’s travel and administration, including diary management and recording actions of meetings and driving these to resolution on behalf of the Director Operations and General Manager.
• Working closely with all support staff to build, coordinate and secure robust support and resources for projects and initiatives.
• Plan, coordinate and organise onsite employee engagement events for associates, including competitions, celebrations and handouts, and managing associated budgets and deadlines throughout the year.
• Plan events according to the site’s needs, prepare posters and campaigns around events and work with stakeholders to deliver and implement site projects.
• Manage communication channels across the fulfilment centre, including newsletters, corporate communications and site-specific message boards and feedback channels.
• Act as the site Charity Champion in the community, coordinating the site charity budget, working with central PR teams to embed network initiatives alongside local charity donations and campaigns.
• Manage and control of Away Teams on site and deployed to other Operational sites.
• Travel booking and co-ordination, submission of expense claims, coordination of large scale travel requirements for hourly paid Associates.
• Develop presentations and agendas for site visits, quarterly organisation meetings
• Welcome and coordinate the Fulfilment Centre visitors on behalf of GM and Senior Management
• Managing a team of two: Receptionist and Administrative Services Coordinator

BASIC QUALIFICATIONS

Basic qualifications and skills:

• Significant EA/PA experience at Director and/or Senior Manager level – including experience of diary management and arranging travel and conference calls.
• Proficiency with the Microsoft Office Suite (Outlook, PowerPoint, Word, Excel).
• Ability to prioritize and handle multiple assignments at any given time while also serving as a "go to" for all members of a large team.
• Ability to complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the total picture.
• Ability to communicate effectively written and verbal with a variety of constituent groups such as senior management, peers, and outside contacts.
• High levels of integrity and discretion

PREFERRED QUALIFICATIONS

Preferred qualifications and skills:

• Previous working experience within a large scale rapid and process driven environment would be beneficial.