Executive Personal Assistant

MUB GAYRİMENKUL A.Ş

General Job Description

We thrive when our people thrive. We are currently looking for an executive assistant to be the supportive force that empowers our senior leadership. The ideal person for the job will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. She will have previous experience working in an office environment, performing administrative duties and providing support to management. Given the changing nature of the executive landscape, we rely on our assistants for flexibility and foresight, while maintaining confidences related to high-level systems and operations.

Objective of this role 

·         With a primary responsibility of supporting the CEO, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently

·         Maintain and refine internal processes that support to the highest-ranking executives company-wide, coordinating internal and external resources to expedite workflow

·         Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks

·         Plan and orchestrate work to ensure the senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld

Daily and Monthly Responsibilities 

·         Manage professional and personal scheduling for CEO, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics

·         Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives

·         Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordination

·         Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database

·         Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business

·         Organize team communications and plan events, both internally and offsite

·         Minutes and follow up on the action plan 

·         Preparing the board pack for the board meeting 

·         Extensive traveling local and international 

·         Required to work Extensive hours including weekends and public holidays 

·         Managing CEO’s personal life including daily meal, laundry, house and any other necessary 

·         Managing CEO’s diet and meal plan as per the doctor instruction 

·         Being hygiene and presentable in the office on a daily basis 

Skills and Experience

·          5 years’ experience in Executive Personal Assistant role reporting directly to upper management

·         Superb written and verbal communication skills

·         Strong time-management skills and the ability to organize and coordinate multiple projects at once

·         Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems

·         Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge

·         Ability to keep company confidences

·         Power point presentation 

Competencies (in order of importance)

• Integrity — Job requires being honest and ethical.
• Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
• Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
• Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
• Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

Mandatory Skills 

Person must be able to multitask and taken minutes for each and every meeting, Distributes the minutes to the relevant parties and follow up on action plan on the minutes.  Personality must be very aggressive in order the person to do the job. 

Education &Training / Certification

 Graduate Minimum

Hours/Shifts 

 Have to be available at any time

Other

 Age Group From 28 – 35 Years Old