Management Assistant

ViTO Energy Engineering and Construction, a wholly owned subsidiary of ViTO Group, is an integrated EPC (Engineering, Procurement, and Construction) services provider for industrial projects. Our industry-specific organization focuses on executing turnkey projects in the oil, gas, and energy sectors. Utilizing modern technology and techniques to deliver excellent results and added value to our clients, our Group currently operates from headquarters in Qatar, India, the United Arab Emirates, Germany, and Istanbul.We are looking for a highly motivated “Management Assistant” to support our senior management team and coordinate administrative and travel-related processes at our İstanbul Head Office, Vadistanbul.Main Responsibilities:Providing comprehensive administrative and operational support to senior management,Managing calendars, arranging meetings and appointments, and providing timely reminders,Preparing presentations, reports, correspondence, and other business documents,Filing and archiving correspondence and documentation in an organized and consistent manner,Managing incoming calls, messages, and business correspondence,Managing end-to-end domestic and international travel arrangements, including flight ticketing, hotel reservations, airport transfers, and itinerary planning,Searching, comparing, selecting, booking, issuing, changing, and cancelling flight tickets directly through airline and online booking platforms when required, without dependency on travel agencies,Coordinating and following up visa application processes, including required documentation, appointments, application tracking, and communication with relevant institutions,Coordinating travel schedules and ensuring all travel arrangements are aligned with management plans and requirements,Following up on travel-related changes, cancellations, refunds, and alternative arrangements,Coordinating meetings, visitors, and other administrative arrangements when required,Maintaining strict confidentiality and exercising a high degree of discretion in all management-related matters.Knowledge & Experience:University degree in a related field,Minimum 5–7 years of proven experience as a Management Assistant, Executive Assistant, or in a similar role,Strong hands-on experience in domestic and international travel organization and visa processes,Proven ability to independently manage flight ticketing, hotel reservations, transfers, and travel changes through airline and online reservation systems,Excellent verbal and written communication skills in both Turkish and English,Advanced computer skills, including MS Office applications,Strong planning, coordination, follow-up, and problem-solving skills,Ability to organize workload effectively according to priorities,Ability to respond quickly to last-minute travel changes and urgent requests,Able to meet deadlines in a fast-paced and quickly changing environment,Self-disciplined, proactive, dynamic, detail-oriented, and solution-focused,Strong interpersonal and communication skills,High level of confidentiality and professional discretion,Team player with strong organizational and time-management skills,Flexibility regarding working hours, particularly when managing urgent travel arrangements or schedule changes.