Personal Assistant to CEO

“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.