Personal Assistant to Head of Project Management/Project Management Assistant

Position Title: Personal Assistant - Project Management Assistant

Languages Required: Turkish (fluent), English (fluent), Russian (preferred)

Location: Ankara (full-time)

Reports To: Head of Project Management (HoPM)

Position Overview;

The Project Management Assistant/Personal Assistant provides administrative, logistical, and operational support to ensure smooth implementation of project/department activities.

The role includes coordination of travel arrangements, event logistics, documentation, support and preparation of financial and technical reports, basic financial tasks (invoicing, expense tracking), communication with stakeholders, and maintaining project records.

The position requires organizational skills, attention to detail, and the ability to work in a multilingual environment.

Key Responsibilities

Administrative & Coordination Support
Document Management & Reporting
Project Management Assistant Duties

Assist the (Head of Project Management) with day‑to‑day project operations and in other tasks assigned.
Maintain project calendars, schedules, and meeting arrangements.
Prepare and distribute meeting minutes, correspondence, and project documentation.

When tasked as Project Assistant; Maintain well-organized files for contracts, reports, technical documents, and administrative records.
Formatting reports, presentations, timesheets and other technical documents as required.
Support translation of documents between Turkish, English, and Russian (as needed).

Track project expenses, and support financial reporting.
Support to ensure compliance with internal financial procedures and audit requirements.
Issue all letters, drawings and submittals in accordance with the project’s communication procedure.

Organize and/or check letters in accordance with Project’s Letter Template before the issue.
Work in tandem with Document Controller to check correspondence and submittal registers.
Update project’s document folders on the company’s server on a daily basis.

Manage preparation of timesheets with Project experts, make format and language corrections where required,
Assist with preparation of financial reports where required.

Required Qualifications

Education

Bachelor’s or Associate’s Degree in Office Management and Executive Assistant, Translation and Interpreting, International Relations, or related field.

Experience