Job Title: Assistant to the Founder and Chairman of the Board of Directors and Trustees

Job Description: Providing direct administrative and secretarial support to the founder


Duties and Responsibilities

• Preparing the founder's agenda, coordinating meetings in the Office of the Board of Directors and trustees, managing direct interactions with the founder
• Translating academic texts, supporting research activities, and editing work
• Coordinating Khazar Humanitarian and Social Sciences journal
• Creating reviews, presentations (pptx) and handling correspondence (letters and emails)
• Managing databases, classifying and storing documents
• Liaising with university staff, students and suppliers regarding office requirements, as well as government and non-government institutions
• Preparing news material about meetings and events attended by the founder
• Taking notes during meetings and distributing them to participants, handling office calls
• Managing visa issues, organizing business trips, and handling transportation and hotel bookings
• Managing/controlling the founder's personal blog and social media accounts
• Providing reminders to the founder about agenda items and deadlines
• Handling office payments, accounting, and maintaining good communication and service
• Supporting the founder in various secretarial matters if required

Candidate Characteristics:

Required Knowledge and Skills:

• Higher education degree (Master's degree preferred)
• Study abroad experience (preferred)
• Minimum of two years of professional work experience (PA or Executive Assistant experience desirable)
• Proficiency in Azerbaijani and English languages (spoken and written)
• Strong computer skills (MS Office programs, Outlook, web, blog)
• Effective management and communication skills
• Demonstrated privacy and reliability
• Resourcefulness in teamwork, initiative, and ability to work towards various goals and priorities
• Organizational and multitasking skills
• Ability to establish and maintain good professional working relationships with university staff and guests
• Adherence to the University's ethical rules and understanding of the University's role in society

Workplace:

• Mainly within the University, at the Board of Directors and Trustees office. Rare visits to other areas may be necessary
• Extended stays beyond scheduled working hours may be necessary when the workload demands

Working Conditions:

• Manager: Founder
• Workplace: Board of Directors and Trustees
• Hours: 8 hours daily (Monday – Friday)
• Flexibility in working hours may be necessary during periods of increased workload
• Holidays: One month of paid leave annually, in addition to national public holidays established by the Cabinet of Ministers of the Republic of Azerbaijan
• Notice Period: Either party must provide one month's notice (or as required by law)

All eligible candidates are requested to submit a CV and a Cover Letter in English with the subject Assistant to the Founder and Chairman of the Board of Directors and Trustees to international@khazar.org by February 20, 2024.