Executive Assistant

Do you want your voice heard and your actions to count?

Discover your opportunity with Mitsubishi UFJ Financial Group (MUFG), the 7th largest financial group in the world. Across the globe, we’re 120,000 colleagues, striving to make a difference for every client, organization, and community we serve. We stand for our values, building long-term relationships, serving society, and fostering shared and sustainable growth for a better world.

With a vision to be the world’s most trusted financial group, it’s part of our culture to put people first, listen to new and diverse ideas and collaborate toward greater innovation, speed and agility. This means investing in talent, technologies, and tools that empower you to own your career.

Join MUFG, where being inspired is expected and making a meaningful impact is rewarded.

Would you like to work for one of the World's largest banks in an exciting, dynamic and international environment?

We are currently recruiting for an Executive Assistant in Planning Department in İstanbul.

MUFG Bank is one of the oldest Japanese Institutions with an established office in Türkiye. The history of our Bank dates back to the Bank of Tokyo, which embarked on its journey in Türkiye through the establishment of a Representative Office in Istanbul in 1986.

Following the acquisition of an operation license in September 2013 with the resolution of the Banking Regulation and the Supervision Board, MUFG Bank Turkey A.Ş. (“MUFG Bank Turkey”) opened its doors for business on November 28, 2013.

Please visit our website for more information: MUFG Bank Turkey A.Ş.

Key responsibilities:

We look for talented, highly motivated and enthusiastic people who is eager to contribute to a dynamic and collaborative team while advancing his / her career in professional environment. The successful candidate will:

Personal assistant (PA)

• Supporting Executives (GM, DGMs, MD for Corporate Banking staffs) in managing the day to day operations.
• Calendar management and travel arrangements for Executives
• Coordinating schedules for senior visitors coming from other MUFG offices.
• Coordinating schedules including appointment for Executives visiting other MUFG offices
• Ensuring Executives are fully prepared for meetings and conference calls including ensuring papers are printed and ordered in a timely fashion
• Organizing meetings and events, including regular meetings with directs, meeting with EMEA & regional stakeholders, monthly meeting with Department Heads, organizing and preparing materials and logistics for Townhalls/Monthly Staff Meeting, assist with organizing trainings, and offsites.
• Working with Executives to submit and document expenses in a timely fashion
• Organizing and prioritizing incoming calls received for these managers,
• Conducting tasks requested by Executives,

Expat Staff Responsibility

• Communicate with expatriates and their families about working permit and residence permits and support HR&GA department,
• Contacting with the real estate agents during the residence rental period, follow up the rental agreement process, contact with the residence building management,
• Starting the water, electricity, telephone, internet subscriptions, follow up the monthly residence expenses
• Organizing the domestic and international moving process with the contracted company, prepare the necessary documents
• Following up the work permits and residence permits issue and the extension process under the leading of Human Resources Division
• Accompanying expats to obtain documents from official authorities where individual application is requested (Tax Office, Address Registration Office, Courthouse, Bank)
• Contacting with the related company to prepare the necessary official documents such as notary, translation works

Bank Cars Responsibility

• Organizing the car schedule together with the Bank’s drivers

Corporate Communication Responsibility

• Managing the corporate website and the local intranet (Kizuna) to make sure they are up to date with local regulatory requirements and serve our customers/employees in the best way
• Coordinating publication of Bank’s Annual report: Update work allocation, compiling, review, communication with venders etc.
• Making GM’s script & messages, upon the request.
• Other related duties as assigned

Planning Responsibility

• Entering the necessary data into scheduling excel and keeping track of this excel.
• After determining the date for meetings, making the related arrangements accordingly
• Other things such as translation, making research or document printing or formatting - if needed.
• Support Management in the organization of the events such as seminar, reception etc.
• Handle necessary tasks and actions to complete bank’s annual report

Requirements:

• Excellent command of both spoken and written English,
• Advanced in using MS Office applications,
• Self-starter, well-organized, extremely detail-oriented,
• Excellent time management, coordination, and communication skills,
• Able to work on multitask, complete assignments on time or advises in advance of any delays
• Minimum 5 years of experience as an Executive Assistant,
• Bachelor degree on related disciplines
• Excellent communication skills
• Results driven, with a strong sense of accountability
• A proactive, motivated approach.
• The ability to operate with urgency and prioritise work accordingly
• Strong decision-making skills, the ability to demonstrate sound judgement
• A structured and logical approach to work
• Strong problem-solving skills
• A creative and innovative approach to work
• Excellent interpersonal skills
• The ability to manage large workloads and tight deadlines
• Excellent attention to detail and accuracy
• A calm approach, with the ability to perform well in a pressurized environment
• Strong numerical skills
• Excellent Microsoft Office skills.

MUFG is committed to embracing diversity and building an inclusive culture where all employees are valued, respected and their opinions count. We support the principles of equality, diversity and inclusion in recruitment and employment, and oppose all forms of discrimination on the grounds of age, sex, gender, sexual orientation, disability, pregnancy and maternity, race, gender reassignment, religion or belief and marriage or civil partnership.

We make our recruitment decisions in a non-discriminatory manner in accordance with our commitment to identifying the right skills for the right role and our obligations under the law.