Executive Assistant

Role Purpose:

To provide comprehensive administrative and organizational support to the executive, ensure effective coordination with internal and external stakeholders, and enhance the efficiency of the executive’s daily operations.

✅Key Responsibilities:

• Plan and manage the executive’s schedule, maintain calendar, prioritize tasks, and filter incoming requests (acting as a “gatekeeper”);
• Organize meetings, appointments, and negotiations: prepare materials, take minutes, and monitor follow-up actions;
• Draft, edit, and register business correspondence, presentations, and official documents;
• Coordinate business trips, travel arrangements, and participation in governmental and industry-related events;
• Monitor the execution of delegated tasks and ensure timely submission of reports;
• Manage document circulation and archiving processes;
• Ensure confidentiality and secure handling of sensitive information;
• Prepare briefing papers and executive summaries for meetings and negotiations;
• Draft speeches, presentations, and public communication materials for the executive;
• Provide preliminary oversight of the executive’s budget (travel, representation, expense reports);
• Facilitate communication and coordination with government bodies, key partners, and VIP guests, ensuring adherence to protocol;
• Work efficiently with calendars, CRM systems, and corporate IT tools;
• Use modern digital tools (Teams, Zoom, SharePoint, AI tools) to improve operational efficiency;
• Support communication between the executive and the team (greetings, KPI updates, internal messages);
• Oversee implementation of decisions and tasks in cross-functional projects;

Ensure compliance with ISO standards and internal regulations.

🧩 Candidate Requirements:

Education:

• Higher education (preferably in economics or technical fields);
• Relevant certifications and training are an advantage.

Languages:

• Fluency in Azerbaijani and at least one foreign language (Russian or English);
• Proficiency in formal/business writing.

Experience:

• Minimum 3–5 years of experience as an Executive Assistant / PA / Assistant to top management.

Key Skills:

• Strong organizational and time management skills;
• High reliability and ability to handle confidential information;
• Excellent written and verbal communication skills;
• Analytical thinking, ability to prioritize and solve problems independently;
• Proficient in MS Office and other office software;
• Familiarity with modern digital work tools (Teams, Zoom, SharePoint, etc.);
• Strong interpersonal skills;
• Ability to work collaboratively and manage internal processes.