Personal Assistant to the CEO

Job Title: Personal Assistant to the CEO

Report to: Executive Director

Job Summary

The Personal Assistant to the CEO is responsible for providing comprehensive support to the CEO, Board Members, and the Executive Team. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Key Responsibilities

• Provide sophisticated calendar management for CEO: Prioritize sensitive matters and inquiries while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements,
• Act as a liaison and provide support to Board members: Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes,
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the CEO’s behalf,
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects, designing, and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements, and completing expense and mileage reports,
• Serve as the primary point of contact for internal and external institutions on all matters, including those of a highly confidential or critical nature,
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately and having a sense of the issues taking place in the environment, and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc,
• Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships,
• Provide hospitality to all guests and help to create a welcoming environment,
• Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect CEO’s style and the Institution’s policy,
• Provide interpretation and translating when needed in meetings or for documents/files (announcements, letters, emails, ect..) from Arabic or English to Turkish and vice versa,
• Coordinate transportation and accommodation reservations of the CEO and senior management and accompany the CEO and senior management in travels whenever needed,
• Collect data from SF’s programs management when needed, and follow up on action items, while maintaining comprehensive and accurate records of all,
• Respect and apply all PSEA principles, and show high commitment to report any SEA action

Note: the above-mentioned key responsibilities/accountabilities are illustrative ones. Other future responsibilities/accountability may be assigned to the job depending on the department’s organizational chart.

Qualification, Experience, and Technical Competencies

• Bachelor’s degree in HR, Business administration, or related fields,
• 3 years’ experience in working with Senior/Executive levels,
• Advanced level in English, Arabic, and Turkish,
• Significant executive support experience, Non-profit board experience is highly preferable,
• High level of proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials,
• Technical proficiency and problem-solving skills,
• Strong verbal and written communication skills,
• Exceptional organizational skills and impeccable attention to detail,
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, donors, and partners,
• Make appropriate, informed decisions regarding priorities and available time,
• Ability to complete a high volume of tasks and projects with little or no guidance,
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround,
• Ability to maintain a high level of integrity and discretion in handling confidential information,
• Ability to switch gears at a moment’s notice.

Core Competencies:

• Communication
• Teamwork
• Planning and organizing
• Accountability
• Creativity
• Stakeholders orientation
• Commitment to continuous learning
• Technological awareness.

Supervisor/Managerial Competencies:

• Leadership
• Building Trust
• Vision
• Managing performance
• Empowering others
• Judgment/Decision-making.