Administrative & Personal Assistant – CEO Office

“VEXA DS” LLC is a subsidiary of “VLand Systems” LLC

Key Responsibilities

Office & Facilities Management 

• Manage office supplies, equipment, asset inventory, and vendor relationships
• Collect admin procurement requests, ensure relevant budget and compliance approvals, then direct to management for final decision
• Supplier performance tracking and evaluation
• Coordinate canteen and catering operations: collect meal orders, manage vendors, track expenses, maintain records and reports
• Track and manage service provider contracts (maintenance, cleaning, IT, security, etc.)
• Maintain organized electronic and physical filing systems with confidentiality protocols
• Coordinate travel arrangements (flights, hotels, ground transport) for executives
• Manage mobile phones
• Organize internal meetings, workshops, events, and official visits (venue, catering, logistics)
• Welcome visitors, manage building access, ensure hospitality standards

Vehicle & Transportation Fleet 

• Own company vehicle fleet—maintenance tracking, fuel management, contractor coordination
• Schedule and coordinate all business transportation and shuttle services
• Manage driver communication and ensure regulatory/insurance compliance
• Produce monthly transportation reports with cost analysis.

CEO Office Support 

• Manage the CEO’s calendar, prioritize appointments, and ensure effective time management.
• Prepare meeting agendas, coordinate inputs from relevant departments, and monitor follow-up on agreed action items.
• Coordinate meeting logistics, including meeting rooms, materials, and required arrangements.
• Manage confidential correspondence, documents, and information flow on behalf of the CEO Office.
• Coordinate internal and external communications and ensure timely information flow.
• Handle ad-hoc executive requests and support special projects as required.
• Prepare presentations, reports, briefings, and executive-level documents as required.

Requirements

Education & Experience

• Bachelor’s degree in Business Administration, Management, Communications, or a related field. 
• Minimum 3 years of experience in an Executive Assistant, Personal Assistant, Administrative Specialist, or similar executive support role. 
• Previous experience supporting C-Level Executives is preferred. 

Professional Skills

• Strong meeting coordination and Minutes of Meeting (MoM) preparation skills. 
• Excellent document management and business correspondence skills. 
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams). 
• Experience with project management and collaboration tools is an advantage. 

Core Competencies

• High level of confidentiality, discretion, and professionalism. 
• Excellent organizational and time management skills with the ability to manage multiple priorities. 
• Strong communication and interpersonal skills with the ability to interact with executives, Board Members, government authorities, and external stakeholders. 
• High emotional intelligence, diplomacy, and professional judgment. 
• Strong analytical and problem-solving skills. 
• Proactive approach with the ability to anticipate needs and take initiative. 
• Strong attention to detail and commitment to accuracy. 
• Ability to work under pressure and adapt to a dynamic business environment. 
• Professional appearance and business etiquette. 

Language Requirements

• Fluency in Azerbaijani and English (written and spoken). 
• Knowledge of Russian is considered an advantage.

Working Conditions:

• 5-day work schedule
• Location: Sumgayit 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 “Administrative & Personal Assistant” in the subject line. Only shortlisted candidates will be invited for an interview.