PA & Office Assistant - Hermès İstanbul

Join; Fatih; On-site; TRY 30,000 - 45,000; Full time

Job summary

Join seeks a Personal Assistant to the Managing Director to manage diary schedules, coordinate travel arrangements, and act as a liaison between stakeholders. The ideal candidate will possess excellent communication skills, be detail-oriented, and proficient in both English and Turkish. Responsibilities include supporting organisation management, coordinating events, and maintaining office operations efficiently, all while upholding confidentiality and managing sensitive information.

Qualifications

• Experience in diary and calendar management for senior executives.
• Ability to manage multiple tasks/projects and prioritise in a dynamic environment.
• Excellent communication skills with the ability to build relationships.

Responsibilities

• Provide diary and calendar management for the Managing Director.
• Act as a key point of contact between the Managing Director and stakeholders.
• Manage travel arrangements, including logistics and itineraries.

Skills

Diary and calendar management

Communication skills

Problem-solving skills

Organisational skills

Bilingual in English and Turkish

Attention to detail

Job description

Key Responsibilities

• Maintain confidentiality and manage sensitive information with discretion

Personal Assistant to MD

• Provide comprehensive diary and calendar management, including scheduling internal and external meetings
• Act as a key point of contact between the Managing Director and internal/external stakeholders
• Prepare meeting agendas, presentations, reports, and briefing materials
• Manage correspondence, emails, and phone calls on behalf of the Managing Director
• Coordinate travel arrangements, including flights, accommodation, visas, and itineraries
• Assist with budget tracking, expense reporting and invoicing as necessary
• Coordinate with finance team to ensure timely processing of payments

Office Management

• Manage office supplies inventory, placing orders as necessary
• Ensure the office environment is well-organised, welcoming, and fully operational
• Monitoring and controlling office stationery, ordering as necessary, checking stationery on receipt, managing the stationery cupboard, keeping it tidy and reasonably stocked
• Receiving all visitors greet and offer refreshment as appropriate, ensure that the employee being visited is advised promptly, and that the visitor is advised of any delay and is made comfortable.
• Taking necessary steps to ensure the reception and kitchen areas clean and tidy.
• Handling all incoming calls, take clear written messages as necessary and ensure that they are passed promptly to the address.
• Signing for any incoming courier, registered post or other urgent delivery ensuring that it is given

Meetings, Events & Travel Coordination

• Provide support for organising company events, meetings, and conferences, including venue booking, catering, and logistics, in close coordination with the HR department
• Arrange, manage, and update travel arrangements for Office and Store Teams, including booking and organising all hotel and flight reservations
• Act as the primary point of contact with the appointed travel agency, resolving any booking issues, changes, or online system problems efficiently
• Support office engagement and internal activities by coordinating logistics and contributing to a positive workplace experience

Showroom Management

• Manage the flow of products in and out of the showroom, ensuring accurate tracking and organisation at all times
• Coordinate press visits to the showroom, ensuring a professional and well‑presented environment
• Maintain accurate records of all loaned items and ensure the timely return of products
• Liaise with internal teams and external press contacts to resolve any issues related to product availability or returns

Competencies

• Ability to manage multiple tasks/projects and prioritise in a dynamic environment.
• Meticulous with regards to accuracy with a strong eye for detail.
• Excellent communication and interpersonal skills with the ability to build and maintain relationships across all levels of the organisation.
• Strong analytical and problem-solving skills; solution oriented, with a ‘can-do’ attitude.
• Must be able to handle sensitive and confidential information with integrity in a professional setting.
• Excellent organisation skills with the ability to deal with high volumes of work.
• Organised, flexible and reliable.
• Fluent in English and Turkish with excellent verbal and writing skills.
• Professional with ability to work efficiently and accurately under pressure.
• Methodical and timely approach to problem solving.
• Agile with office tools
• Able of traveling as needed