Top Executive Assistant

AUGUST GAYRİMENKUL PAZARLAMA VE İNŞAAT LİMİTED ŞİRKETİ

Role:Executive Assistant to CEO

Location: Levent, Istanbul

Job Type: Fixed Term Contract

Work Pattern: 

•       Hours are 8.30am – 6:00pm

•       Monday to Friday with flexibility to work some weekends as per CEO requirement.

Ours is a story of creativity and reliability. Of knowing and believing that we’re only at our best when we’re at our boldest. So, we’re taking the pursuit of being the best at what we do seriously. We have huge plans for our future, and together as a team we are making incredible things happen.

A fantastic and unique opportunity has come up within our parent company. A conglomerate holding company based in Istanbul. We are looking for an Executive Assistant to our CEO.

The Role 

Reporting directly to the CEO, the Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Flexibility, diversity and proactive positivity are key attributes. Meticulous attention to detail, great organizational and interpersonal skills are a must as well as the ability to think on your feet, to keep up with the fast-pace of the role.

What will I be doing? - Executive Support 

•        Completing a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

•        Planning, coordinating and ensuring the CEO's schedule is followed and respected. Providing "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.

•        Communicating directly, and on behalf of the CEO, with Board members, investors, company staff, and others, on matters related to CEO's initiatives.

•        Researching, prioritizing, and following up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Then determining appropriate course of action, referral, or response.

•        Providing a bridge for smooth communication between the CEOs office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

•        Working closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acting as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.

•        Providing leadership to build relationships crucial to the success of the organization, and managing a variety of special projects for the CEO, some of which may have organizational impact.

•        Successfully completing critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.

•        Prioritizing conflicting needs; handling matters expeditiously, proactively, and following-through on projects to successful completion, often with deadline pressures.

What will I be doing? - Board Support and Liaison 

•        Serve as the CEO administrative liaison to Imtiaz Holding board of directors and group company members.

•        Assist board members and CEO’s guests with travel arrangements, lodging, and meal planning as needed

•        Maintain discretion and confidentiality in relationships with all board members

•        Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

What will I be doing? - Strategic & Communications Initiatives 

•        Work with the Strategic and communications team in coordinating the CEO’s outreach activities

•        Ensures that the CEO’s bio is kept updated and respond to requests for materials regarding the CEO and the organization in general

•        Edit and complete first drafts for written communications to external stake holders

•        Follow up on contacts made by the CEO and support the cultivation of ongoing relationships

Do I have what it takes? -Requirements 

•        Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

•        Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners

•        Expert level written and verbal communication skills.

•        Demonstrate proactive approaches to problem-solving with strong decision-making capability

•        Emotional maturity

•        Highly resourceful team-player, with the ability to also be extremely effective independently, taking ownership of tasks and managing workload.

•        Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate diplomacy and the highest level of customer/client service and response

•        Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment with the ability to work under pressure, remain calm and friendly even in a crisis

•        Forward looking thinker, who actively seeks opportunities and proposes solutions

•        Resilience and a sense of humour

Do I have what it takes? -Education and Experience Requirements

 •        Bachelor's degree required

•        Strong work experience: minimum 5 to 10 years of experience supporting C-Level Executives, preferably in a financial services, real estate or private equity.

•        English is a MUST. Turkish + Arabic preferred

•        Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.