Job Summary

This position will be for the Syrian forum, the CEO’s Office Manager will provide administrative support, manage schedules, handle correspondence, and perform various tasks to enhance the CEO’s efficiency. The ideal candidate is highly organized, detail-oriented, and able to handle a wide range of administrative and executive support-related tasks with a high degree of professionalism and confidentiality, can travel domestically (inside Türkiye), internationally (if needed), and can adjust working hours at various time zones. The CEO’s Office Manager supports the CEO, Board Members, and the Executive Team.

Key Responsibilities

• Provide sophisticated calendar management for the 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 support Board members: Arrange and handle all logistics for Board meetings and events: schedule and prepare meetings; draft agendas; develop, compile, and distribute presentation materials; record meeting minutes, and follow up on action items.
• Office management for the CEO's office: coordinate and oversee administrative activities to ensure the smooth and efficient functioning of the executive office. This includes a wide range of tasks aimed at supporting the CEO in their daily responsibilities such as:
• Writing and editing e-mails, drafting memos and preparing communications on the CEO’s behalf.
• 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 and 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 him well informed of upcoming commitments and responsibilities, follow up appropriately, have a sense of the issues taking place in the environment, and keep the CEO updated. Anticipate the 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 the CEO’s style and the Institution’s policy.
• Provide translation when needed in meetings or for documents/files (announcements, letters, emails, etc...) 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 on 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 business administration, management, HR, or related fields.
• 3 to 5 years experience in working as an Executive Assistant, Personal Assistant, or similar role at Senior/Executive levels.
• Advanced level in English, Arabic, and/or Turkish. Preference will be given to the candidate who is proficient in three languages.
• Significant executive support experience and nonprofit board experience is highly preferable.
• High level of proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook), and desktop publishing software; ability to design and edit graphic presentations and materials. Proficiency in both Microsoft Office and Apple tools (Pages, Numbers, Key) is a plus.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, donors, and partners.
• 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 complete a high volume of tasks and projects with little or no guidance.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to handle multiple tasks and prioritize effectively.
• Excellent organizational and time-management skills.
• Strong attention to detail and problem-solving skills.
• Strong verbal and written communication skills.
• Ability to switch gears at a moment’s notice.
• Valid Turkish driving license.

Syrian Forum is committed to protecting our staff and the communities we work with from abuse and harm including sexual exploitation, sexual abuse, and sexual harassment.

All staff are expected to abide by our Code of Conduct and the IASC 6 core principles.

Syrian Forum has a zero-tolerance policy towards any behavior that violates its code of conduct, including sexual harassment, exploitation, abuse, as well as lack of integrity, corruption, and fraud. Syrian Forum also adheres to strict safeguarding principles.

How to apply

Syrian Forum shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.

Interested applicants should submit their applications by clicking here before the application closing by the end of 31-08-2024, and must include the following:

A curriculum vitae.
The contact details for two references (one of them should be a current employer.)

Only short-listed candidates will be contacted. Unsuccessful applications will neither be acknowledged nor returned. Please note that applications received after the closing date will not be considered.