Administrative Office Assistant

Position: Administrative Office Assistant

Sector: Cosmetics – Dermocosmetics

Location:  Istanbul Europe - Bakırköy

Employment type: Full time – on site

Contract type: permanent

As part of our operational consultancy services for Laboratoires SVR, a France-based dermocosmetics company, we are currently seeking to recruit an Administrative Office Assistant to be based at the company’s Istanbul Bakırköy office. The selected candidate will work under the direct supervision of the General Manager and the Chief Financial Officer (CFO), and will be responsible for managing daily office operations, supporting executives in administrative tasks, and ensuring the smooth and professional functioning of the office environment.

Job description

Secretarial and office organization

• Manage all incoming calls and email correspondence, redirect messages to relevant persons, take notes, and ensure timely follow-up.
• Organize courier and postal services; oversee the dispatch and receipt of all documents.
• Ensure the cleanliness and readiness of the office each morning and throughout the day, including shared spaces such as the kitchen and restrooms.
• Greet and host office guests, including preparing and serving beverages.
• Support management with all administrative tasks, including correspondence, document filing, archiving, and tracking.
• Monitor and manage office supply needs (stationery, kitchenware, technical equipment, etc.), conduct price research, prepare supply lists, and oversee procurement processes.
• Maintain communication and coordination with third-party service providers (cleaning services, maintenance teams, building management, corporate service providers, etc.).

Administrative support

• Manage the daily schedules of the executives, organize appointments, travel arrangements, and issue reminders.
• Assist in planning and executing events and corporate gatherings (invitations, logistics, coordination, etc.).
• Conduct research, gather information, and prepare reports in line with management requests and the administrative needs of the office.
• Provide assistance in corporate communications on behalf of the management.

Human Resources support

• Assist in the preparation, updating, filing, and archiving of personnel records.
• Monitor employee benefits and ensure timely reminders (insurance start/end dates, company car, equipment, etc.).
• Maintain communication and coordinate processes with external service providers (car fleet companies, private health insurance providers, building management, etc.).
• Liaise with the Occupational Health and Safety (OHS) consultant, follow up on procedures, support implementation, track relevant forms, and address any deficiencies.

Required qualifications

• Preferably holds a two-year degree or higher in Office Management, Secretarial Studies, Administrative Sciences, or related fields.
• Minimum of 5 years’ experience in a similar administrative support role.
• Exhibits a positive, energetic, and friendly demeanor, representing the company as the first point of contact.
• Strong presentation skills, professional appearance, and excellent communication abilities.
• Well-organized, detail-oriented, and thrives in a fast-paced environment requiring close follow-up.
• Honest, diligent, with strong planning and coordination capabilities.
• Able to manage multiple tasks simultaneously and provide quick, effective solutions.
• A team player with a proactive mindset, eager to learn and improve.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Comfortable with basic office equipment (printer, scanner, multifunctional devices).
• Strong reporting skills, high attention to detail, and a responsible, methodical work ethic.
• Resides on the European side of Istanbul or is willing to relocate.
• Foreign language proficiency is a plus (English and/or French preferred).

Please apply by e-mail with the customized subject

“ADV_ IOA_ENG_032025 Name, Surname” and send a resume with picture in English

Or apply here