Executive Assistant

2 days ago


Fatih, Istanbul, Turkey Beiersdorf Full time

About the job

At Beiersdorf, we want to help people feel good about their skin – and our commitment goes far beyond caring for skin. For 140 years, we have developed innovative skin and body care products for well-known brands such as NIVEA, Eucerin, La Prairie, Hansaplast, and Labello. We act according to our purpose, WE CARE BEYOND SKIN, and take responsibility for our consumers, our employees, the environment and society.

Behind every brand, every product and every accomplishment are our more than 20,000 employees. It is for them that we live an inclusive culture of respect and trust that is strongly aligned with our values – CARE, COURAGE, SIMPLICITY and TRUST. We also embrace diversity by valuing the uniqueness of each individual and being committed to equal opportunities for all.

Role Overview

The Executive Assistant (EA) is a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to senior managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Your Tasks

  • Constant control over GM regarding calendar/meetings.
  • Organizing travels and meetings.
  • Organizing company conference meetings.
  • Supporting communication between GM & NBT team by doing translations and PowerPoint presentations.
  • Observing office & work environment to create better work conditions.
  • Following government regulations.
  • Following legal paperwork of GM.
  • Arranging official meetings for GM.
  • Ensuring that all functions maintain close communication.
  • Organizing meetings and events for different functions.
  • Official documents follow-up between NBT & BDF affiliates.

Key Activities

Leader Support:

  • Initiate daily touch base meetings, whether in person or virtually, to confirm the day's priorities, clarify assignments, and resolve open issues.
  • Ensure the leader is organized, on-time, and well prepared for whatever lies ahead.
  • Help increase the executive's productivity by 20% by taking on assignments and projects.

Meeting Preparation and Implementation:

  • Research and filter information or pre-reads for the leader.
  • Flawless execution of pre-meeting, meeting proper, and post-meeting stages.
  • Post meeting: hold a debrief with the leader to capture action items, follow-up items, and calendar dates.

Appointment Coordination:

  • When scheduling appointments, allow adequate time between appointments.
  • Gather necessary information related to appointments (contact information, venue, and other relevant information).

Your Profile

  • University Degree
  • 10+ years in EA/PA role
  • Excellent command of spoken and written English

Required Skills

  • Time management and ability to meet deadlines
  • Verbal and written communication skills
  • Strong organizational skills and ability to multitask
  • Problem-solving and decision making
  • Proactivity and self-direction
  • Interpersonal skills
  • Advanced level PowerPoint and Excel usage

Key Interfaces

Internal:

  • Country Manager
  • Country Sales Director
  • Country Supply Chain Manager
  • Country Finance Manager
  • Country HR Manager

External:

  • Travel Agencies

Additional Information

We embrace Diversity, Equity, and Inclusion and are committed to providing equitable opportunities to all of our applicants – regardless of race, gender, age, religion and beliefs, sexual orientation & gender identity, disability, cultural, ethnic or national origins. We would therefore kindly ask you to include only information and data in your documents that are relevant for the assessment of your application (e.g., curriculum vitae with relevant references and certificates) and encourage you to upload your CV without a picture.

We support flexible working, including job-sharing. Though our ambitions are serious, the team is energetic and inclusive and will offer you a great place to thrive. We believe there is immense power in diversity and aim to recruit and nurture talent who think and act differently.

Nivea Beiersdorf Turkey office in İstanbul Ayazağa region is the primary location for this position. Therefore, we recommend residence in Istanbul. The working model will be hybrid for this role, with 3 days in the office and 2 days remote. The exact arrangement of this agreement in the relevant team will be explained in a personal conversation.

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