Administrative Officer

To apply, please submit your CV and a cover letter outlining your relevant experience to: istanbul.cgc@columbia.edu

About Columbia Global Center Istanbul

Columbia Global Center Istanbul is part of a worldwide network of global centers established by Columbia University in the City of New York, serving as hubs for research, education, and dialogue. The Centers advance knowledge, build partnerships, and foster innovation to address pressing global and regional challenges. The Istanbul Center plays a key role in convening scholars, practitioners, policymakers, and communities around issues of resilience, sustainability, and inclusive development.

http://globalcenters.columbia.edu/istanbul

Role Description

This full-time on-site role, based in Istanbul, entails overseeing administrative functions to ensure the smooth operation of the center. The Administrative Officer will manage daily office tasks, organize meetings and events, maintain records, and handle correspondence. Responsibilities include providing administrative support to staff, reporting to the Administrative Coordinator and the Director of Columbia Global Center Istanbul, and is also responsible for supporting the financial and administrative functions of the office.

Key Responsibilities

·        Managing the Istanbul Center office with 5-7 staff, liaising with local and Columbia counterparts on all logistical planning. Scheduling and coordination of meetings and events.

·        Arranging and managing the calendar scheduling of the Company, its managers, and any other relevant persons. Implement a streamlined scheduling system for the Director’s appointments.

·        Assistance in the preparation of reports and high-quality presentations utilizing Microsoft Office programs, including Word, Excel, and PowerPoint.

·        Screening and answering incoming phone calls and any related e-mail. Welcoming and greeting the office guests in a presentable and cordial manner. Serve as the main point of contact for office-related inquiries.

·        Coordinating travel arrangements and hotel reservations of the Company staff, Columbia, and other academic counterparts. Supporting the programs team on the travel arrangements, and logistics.

·        Managing the procurement, inventory, and office supplies. Coordination of the office services, such as facilities, supplies, and vendors.

*Keeping the IT equipment and services up to date and running,

*Following up on the Health and Safety regulations and requirements of the office, employees, and

visitors,

*Communication with the building management and the building superintendent, as needed,

*Supervising the cleaning staff and keeping the office well-maintained.

·        Support the administrative coordinator in the preparation of the monthly reconciliation reports, responsible for pre-accounting and bookkeeping. In charge of the petty cash expenses of the office. Support onboarding and offboarding, timesheets, and travel forms for the employees.

·        Ensure that office expenses and employees' expenses related to work comply with Columbia’s Standard Operating Procedure for Global Centers. Preparing the company expense forms for the managers. Regularly review and update office procedures to align with both Columbia’s SOP and local regulations.

·        Managing the efficient workflow, recordkeeping, and filing systems of the overall office.

·        Liaising with offices and personal assistants of advisory board members as needed, and alumni, NGO, and university leaders as required.

Qualifications

·        Bachelor’s Degree

·        +3 years’ experience

Experience with a multinational institution and/or with international counterparts is a plus

·        Native-level proficiency in Turkish

·        Excellent command of written and spoken English

·        Proficiency with office software (Microsoft Office, Google Workspace, etc.) and familiarity with office equipment, digital systems, and basic AI principles

·        Basic financial reporting skills (budget tracking, invoicing, petty cash management, etc.)

·        Proven experience in office administration and management

·        Maintain confidentiality of sensitive information with discretion

·        Strong organizational and multitasking skills

·        Excellent communication and interpersonal abilities

·        Attention to detail and accuracy