Secretary Assistant

Hair Of İstanbul

JOB OVERVIEW

We are looking for an Executive assistant who will be providing administrative support to Board of Directors.

RESPONSIBILITIES:

• Managing calendars, organising meetings and travel logistics,  taking meeting minutes, managing email correspondence, answering and directing incoming calls, business contacts update
• Welcoming guests, organising food and drinks delivery, managing stationary, paperwork administration
• Preparing and submitting vacation forms, employment requisition forms, vendor and compliance forms.
• Track contract signatures and deliveries via courier, file executed contracts on the server
• First point of contact for the directors in communicating with stakeholders

APPOINTMENTS/MEETINGS

• Maintain calendar; ascertain which events require executives’ presence
• Schedule and moderate weekly status meetings
• Maintain calendar of directors. Coordinate a high volume of often-changing appointments, meetings and conference calls with department staff, agencies, production companies, senior management and external executives. Reserve and confirm conference rooms and other meeting locations.
• When directors chairs meetings: Prepare agenda in advance, arrange meeting facilities, act as recording secretary; prepare action minutes

COMMUNICATION

• Check deadlines on incoming requests and put preliminary work in play

PHONE

• Field and direct a high volume of calls for executives. Keep call logs for all messages
• Handle all inquiries and arrange call-backs and video conferences
• Provide back-up materials for call-backs and video conferences
• Route calls to other personnel as needed

VISITORS

• Screen to control interruptions, meet & greet
• Arrange amenities, pick up and drop off transport as needed

TRAVEL

• Arrange travel through internal or outside agents
• Organise market schedules, accommodation and transport.
• Arrange travel documents and visas application in advance
• Prepare itinerary, trip file and supplies

Basic Qualifications :

• Fluency in both verbal and written English and Turkish
• At least 5+ years of full-time, recent administrative experience directly supporting 1 or more Director level
• Experience of supporting the leadership team within a fast-paced, international team environment, preferably in the television/entertainment field
• Strong calendar management, travel scheduling
• Effective organizational skills, with a demonstrated attention to detail and the ability to handle multiple priorities in a fast paced environment
• Team player with strong interpersonal and communications skills
• Experienced with Outlook, Microsoft Word, Excel, and PowerPoint