Personal Assistant to CEO - VLand Systems MMC
Location: Bakı
“VLand Systems” LLC (former “STP Metal Structures” LLC) Job Responsibilities: Board of Directors Liaison & MoM Preparation Meeting Coordination: Organize, schedule, and distribute agendas for all Board and Committee meetings. Minutes of Meetings (MoM): Attend high-level Board meetings to take precise, concise, and objective minutes. Action Item Tracking: Clear transcribe decisions made, assign action items to respective owners, and track progress on behalf of the CEO. Governance Support: Ensure board materials and resolutions are securely archived and compliant with corporate governance standards. Direct Support to the CEO Calendar Management: Proactively manage a complex, fast-changing calendar, ensuring the CEO’s day is optimized and prioritized effectively. Inbox & Communication Triaging: Manage the CEO's email inbox, draft correspondence, and flag urgent matters that require immediate attention. Travel Coordination: Arrange comprehensive domestic and international travel itineraries, including flights, accommodation, visas, and ground transportation. Gatekeeping: Screen incoming calls, visitors, and meeting requests, deciding what requires the CEO's attention. Project Support & Document Preparation Presentations & Reports: Draft high-quality PowerPoint presentations, briefing papers, and financial summaries for executive meetings. Expense Management: Reconcile corporate credit cards and manage the CEO’s business expenses accurately. Research: Conduct background research on clients, partners, or industry trends ahead of major meetings. Candidate Requirements: Experience & Education Proven Track Record: 3+ years of experience as an Executive Assistant or Personal Assistant, ideally supporting C-Suite executives or Board Members in a corporate environment. Education: Bachelor’s degree in Business Administration, Communications, or a related field is preferred. Core Technical Skills Advanced MoM & Shorthand: Exceptional ability to synthesize complex debates into clear, actionable meeting minutes. Tech Savviness: Mastery of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and board portal software or project management tools (e.g., Asana, Monday.com). Soft Skills & Competencies Ironclad Discretion: Absolute confidentiality regarding sensitive corporate, financial, and personnel information. High Emotional Intelligence (EQ): Ability to interface smoothly with Board Members, high-net-worth individuals, and internal team members with diplomacy and poise. Proactivity: The ability to anticipate needs before they arise (e.g., preparing a briefing folder before the CEO asks for it). Stress Tolerance: Calm under pressure, with the agility to pivot when schedules change at a moment's notice Working Conditions: 5-day work schedule; Location: Sumqayit city (Lunch and transportation are provided by the company;); Voluntary medical insurance coverage. Candidates who meet the requirements are invited to send their CVs to the e-mail address in the Apply for job button, indicating “Personal Assistant to CEO” in the subject line. Only shortlisted candidates will be invited for an interview.
