Executive Assistant To Managing Director

Hafele San. ve Tic. A.Ş.

We are looking for a responsible and highly organized Executive Assistant to support our Managing Director in a timely, professional, and confidential manner.

The main purpose of this role is to manage the Managing Director’s time, communication, and priorities in the most efficient way; ensure coordination with the management team and headquarters / group office; and reliably take over operational responsibilities, enabling the Managing Director to focus on strategic matters.

Job Description:

• Act as the main point of contact for the Managing Director
• Manage information flow in a timely, accurate, and confidential manner
• Manage the Managing Director’s calendar, meetings, and daily agenda
• Prepare meeting agendas, compile presentations and documents, take meeting minutes, and follow up on action items
• Make travel and accommodation arrangements, including visa, hotel, and transportation arrangements for domestic and international business trips
• Manage internal and external correspondence on behalf of the Managing Director in Turkish and English; German when required
• Write, edit, and prepare documents, including letters, reports, presentations, and other business correspondence
• Act as a bridge between Directors and headquarters/regional/group office; manage the flow of requests, follow-ups, and reporting
• Support the preparation of presentations for the Managing Director when needed
• Manage and protect confidential and sensitive information, including contracts, compensation data, and strategic documents
• Execute operational follow-up of expense reports, expenditure approvals, and budget tracking
• Take an active role in preparing communication materials such as memos, emails, reports, invoices, and other correspondence
• Organize senior-level guest visits, corporate events, and meetings
• Prioritize, filter, and direct requests addressed to the Managing Director, and respond on their behalf when necessary

Qualifications:

• Bachelor’s or Master’s degree
• Minimum 5 years of experience as an Executive Assistant to senior management, preferably in a multinational company environment
• Strong verbal and written communication skills
• Fluent command of Turkish and English, both written and spoken. Knowledge of German will be considered an additional advantage
• Excellent command of MS Office applications, especially Outlook, PowerPoint, Excel, and Word
• Familiarity with online calendar and task management tools
• No travel restrictions
• Preferably residing on the Asian side of Istanbul

 Competencies:

• Ability to exercise discretion and confidentiality when handling sensitive company information
• Well-organized and detail-oriented, with strong communication and interpersonal skills
• Ability to communicate with Directors, customers, and headquarters with confidence, maturity, and diplomacy
• Strong organizational skills and the ability to manage multiple priorities simultaneously
• High level of resilience, flexibility, and adaptability under pressure
• Strong sense of ownership, ensuring that tasks are not left open-ended and maintaining disciplined follow-up
• Proactive mindset with the ability to anticipate needs and solve problems before they escalate