Executive Assistant to Chief Executive Officer

Company Description IDAK AeroSystems is a leader in aerospace hydraulics and actuation systems, providing high-performance, flight-critical solutions for next-generation aircraft and advanced aerial platforms. The company specializes in hydraulic power systems & flight critical actuation systems, including pumps, reservoirs, manifolds, accumulators, valves, actuation systems, and electromechanical technologies. With global expertise spanning design, analysis, manufacturing, assembly, testing, and qualification, IDAK AeroSystems delivers reliable systems that meet stringent aerospace and military standards. The organization serves jet trainers, turboprop aircraft, unmanned aerial systems, emerging air mobility, electric aircraft, and new space programs, working closely with OEMs, integrators, and research organizations. Driven by a disciplined innovation culture and engineering hubs in Türkiye, the USA & Italia. IDAK AeroSystems is committed to shaping the future of flight through dependable hydraulics and actuation technologies. About the Position We are seeking an Executive Assistant who will provide support to senior management and take an active role in the effective execution of management processes in our company, which operates internationally in the aerospace and defense industry and is developing its organization in line with its growth goals. This position encompasses the coordination of management processes, tracking of international business relations, reporting of global data, preparation of executive presentations, and the orderly execution of corporate workflows. We are looking for a team member with analytical thinking skills, strong planning and organizational abilities, attention to detail, adherence to confidentiality principles, and the ability to adapt to a dynamic work environment. 1. Duties and Responsibilities A. Executive Support and Process Management
• Support the creation of the executive's daily, weekly, and monthly work plans.
• Ensure the coordination of the management agenda, priorities, meetings, and business follow-up processes.
• Track tasks and actions assigned by executives with relevant departments and report their outcomes.
• Ensure necessary coordination in internal and external communication processes.
• Support the timely and complete execution of tasks carried out in line with management decisions.
• Support the information flow between departments and the continuity of business processes. B. Global Data Management and Reporting
• Collect, organize, and report weekly and monthly data regarding international markets, customers, business development activities, and company operations.
• Prepare tables, analyses, and summary reports from global data to support management decisions.
• Create tracking tables, performance indicators, business plans, and management reports via Excel.
• Prepare management meetings, customer interviews, strategic evaluations, and corporate presentations using relevant tools.
• Revise existing reports and presentations in accordance with up-to-date data.
• Ensure the accuracy, consistency, and currency of data, as well as the timely preparation of reports. C. Executive Presentations and Corporate Documentation
• Prepare professional, clear presentations suitable for corporate standards for senior management.
• Create correspondence, reports, tables, meeting notes, and other corporate documents by using MS Office programs effectively.
• Review existing documents in terms of content, format, language, and presentation quality, and revise them when necessary.
• Ensure the correct versions of documents are used and shared with relevant individuals in a controlled manner. D. Meeting and Organization Management
• Execute the planning, calendar coordination, and participant organization of internal and international meetings.
• Ensure meeting agendas, necessary documents, and presentations are prepared in advance.
• Coordinate meeting rooms, online connections, transportation, catering, and other organizational needs.
• Support the organization processes of fairs, conferences, customer meetings, and corporate events.
• Execute proposal, contract, purchasing, and service tracking processes with organization firms when necessary.
• Record meeting decisions and action items, share them with relevant people, and follow up on them. E. International Travel and Visa Organization
• Plan and organize domestic and international travels for senior executives.
• Coordinate flight tickets, hotels, transfers, car rentals, and other travel needs.
• Track visa applications, required documents, appointments, and application processes for business trips.
• Regularly prepare travel itineraries, meeting schedules, and necessary reservation information.
• Manage potential changes and urgent organizational needs during travels.
• Ensure coordination in events conducted with offices, business partners, and customers in different countries. F. Contract and Corporate Document Tracking
• Track the preparation, revision, approval, and signature processes of contracts made with customers in coordination with relevant departments.
• Keep records of contract approval statuses, delivery dates, and related actions.
• Ensure physical and digital archiving of signed contracts.
• Track the cargo, delivery, and shipment processes of contracts and other important documents.
• Ensure relevant documents are shared with the right people, on time, and in a controlled manner.
• Act in accordance with confidentiality, authorization, and the company's document management rules. Note: Reviews and approvals regarding the legal content of contracts are handled by the authorized legal or relevant company departments. G. Office Management and Administrative Coordination
• Ensure the necessary coordination for the regular administrative functioning of the office on a daily basis.
• Discuss issues encountered in office operations with relevant departments and track resolution processes.
• Work in coordination with administrative affairs, purchasing, human resources, finance, IT, and other support units.
• Support the orderly functioning of office needs, meeting areas, and common spaces.
• Track necessary service and procurement processes.
• Report disruptions in administrative processes to management and develop solution proposals. H. International Communication and Corporate Representation
• Support communication processes with domestic and international customers, suppliers, business partners, and other stakeholders.
• Conduct corporate email correspondence and necessary business communication at professional standards.
• Contribute to ensuring regular information flow in international meetings and organizations.
• Observe the company's corporate image, communication standards, and confidentiality principles. 2. Qualifications Required
• Graduated from relevant university departments.
• Experience in executive assistance, management support, reporting, or administrative coordination is preferred.
• Advanced knowledge of MS Office, especially the ability to effectively use Excel, PowerPoint, and Word.
• Ability to conduct regular data tracking, reporting, and analysis via Excel.
• Ability to prepare professional PowerPoint presentations.
• Advanced written and spoken English proficiency; ability to conduct international correspondence and meeting processes.
• Strong planning, organizational, time management, and prioritization skills.
• Competence in analytical thinking, problem-solving, and result-oriented work.
• Attention to detail; meticulous in tracking documents, data, and calendars.
• Strong written and verbal communication skills.
• High sensitivity to confidentiality and information security.
• Ability to adapt to a high-paced work environment and changing priorities.
• Ability to manage multiple tasks simultaneously and take responsibility.
• Prone to teamwork, solution-oriented, disciplined, and possessing strong representation skills.
• Non-smoker. Additional qualifications that will be considered an asset:
• Work experience in aerospace, defense industry, or international engineering companies.
• Experience in international travel, visa, and meeting organization processes.
• Experience in contracts, document control, and corporate archive management.
• Experience in management reporting and preparing performance indicators.
• Knowledge of a second foreign language. 3. Success Criteria Success in this position will be evaluated based on the following indicators:
• Timely and accurate preparation of weekly and monthly reports.
• Quality and currency of executive presentations.
• Flawless execution of meeting, travel, and visa organizations.
• Regular tracking of contract approval, signature, delivery, and archive processes.
• Timely finalization of actions assigned by management.
• Contributing to the rapid and effective resolution of problems in administrative processes.
• Maintaining accuracy, confidentiality, and version control in corporate documents. 4. Work Approach Our team member in this position is expected not only to fulfill assigned tasks but also to track processes, anticipate potential disruptions, develop solution proposals, and demonstrate a work discipline that reduces the workload of executives. The person we are looking for is a reliable, systematic, analytical, proactive professional with strong communication skills who can adapt to an international working culture. 5. Application
• We welcome applications from candidates who want to take an active role in the management processes of a growing organization in the international aerospace sector, develop their professional competencies, and become part of a dynamic team.