Office Manager / Executive Assistant

Multi-Vec is an international freight forwarding and logistics company operating in a dynamic, fast-paced business environment and working with clients and partners across multiple countries. As our company continues to grow, we are looking for a highly organized, responsible, and proactive Office Manager / Executive Assistant who will ensure the smooth daily operation of the office while providing effective administrative and organizational support to the company’s management. This position requires a person who is able to manage multiple priorities, maintain confidentiality, communicate professionally, and make sure that important tasks, documents, meetings, and deadlines do not get overlooked. Key Responsibilities Office Management Ensure smooth and efficient day-to-day operation of the office; Maintain a professional, organized, and comfortable office environment; Coordinate office supplies, stationery, equipment, maintenance, and other administrative requirements; Communicate with landlords, suppliers, service providers, couriers, and other external parties; Receive and coordinate incoming and outgoing correspondence, documents, and deliveries; Maintain proper filing, registration, and archiving of company documents; Monitor office-related contracts, subscriptions, services, payments, and renewal dates; Coordinate business cards, corporate materials, stationery, and other company requirements; Welcome visitors, clients, candidates, and business partners in a professional manner; Organize meeting rooms and ensure readiness for meetings and visits; Assist with the organization of internal meetings, corporate events, business lunches, and other company activities; Coordinate administrative matters with accounting, HR, legal, logistics, and other departments when required. Executive Assistance Provide daily administrative and organizational support to company management; Manage and coordinate executives’ calendars, meetings, appointments, and schedules; Arrange and confirm meetings with clients, partners, employees, and other stakeholders; Prepare meeting agendas, documents, presentations, and other materials when required; Take meeting notes and follow up on agreed action points; Monitor deadlines, commitments, and tasks assigned by management; Remind responsible employees about pending tasks and follow up on their completion; Assist management with business correspondence, emails, letters, and other communications; Screen and prioritize incoming requests and information when required; Coordinate business travel, including flight tickets, hotels, transportation, visas, and travel schedules; Prepare clear travel itineraries and ensure that all necessary arrangements and documents are available; Assist management with expense reports and administrative documentation related to business activities; Handle confidential business information and documents with the highest level of discretion. Administrative & Coordination Support Maintain internal administrative records and databases; Assist with onboarding arrangements for new employees, including workplace preparation and necessary administrative coordination; Support recruitment activities by coordinating interviews and communicating with candidates when required; Maintain contact lists and relevant corporate information; Assist in preparing internal reports, presentations, letters, and other business documents; Follow up with employees and external parties on administrative matters on behalf of management; Ensure that important documents are signed, submitted, collected, or delivered within the required deadlines; Identify administrative issues before they become problems and proactively coordinate their resolution; Perform other reasonable administrative and executive-support duties related to the position. Qualification Requirements Higher education; Previous experience as an Office Manager, Executive Assistant, Personal Assistant, Administrative Assistant, or in a similar position is preferred; Excellent organizational and time-management skills; Strong ability to prioritize and manage several tasks simultaneously; High level of responsibility, accuracy, and attention to detail; Strong written and verbal communication skills; Professional business etiquette; Ability to work independently and take initiative without requiring constant supervision; Strong follow-up skills and ability to ensure that assigned tasks are completed on time; Ability to work effectively in a fast-paced environment and respond quickly to changing priorities; Strong problem-solving skills and practical thinking; Confident knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint; Ability to prepare professional emails, letters, reports, and presentations; Fluency in Azerbaijani and Russian; Good command of English is required; Experience working in an international company or communicating with foreign partners will be considered an advantage. Personal Competencies The successful candidate should be: Highly organized and disciplined; Proactive rather than reactive; Responsible and dependable; Detail-oriented; Tactful and professional; Energetic and solution-oriented; Able to remain calm under pressure; Comfortable communicating with senior management; Able to distinguish urgent matters from non-urgent ones; Capable of handling sensitive information with complete confidentiality; Willing to take ownership of tasks and follow them through to completion. Confidentiality & Professional Conduct Due to the nature of the position, the Office Manager / Executive Assistant may have access to confidential information concerning the company, its management, employees, clients, partners, financial matters, and internal business processes. The employee is therefore expected to maintain strict confidentiality, professional ethics, discretion, and loyalty to the company at all times. What We Expect We are looking for someone who does not simply wait for instructions. A strong Office Manager / Executive Assistant should be able to understand priorities, anticipate administrative needs, remind management and employees about important deadlines, follow up on outstanding matters, and make sure that tasks are brought to completion. The main objective of this position is simple: to keep the office organized, management supported, and important matters under control. Interested candidates can send their CV to the e-mail address in the Apply for job button.