JOB RESPONSIBILITY AND REQUIREMENTS
POSITION TITLE: Executive Support and Protocol Associate
CATEGORY: P
WORK TYPE: Full time
DEPARTMENT: Operations and Support Department
REPORTS TO: Operations and Support Function Coordinator
PLACE OF WORK: Istanbul, Türkiye
JOB DESCRIPTION AND OBLIGATIONS SUMMARY
The Turkic Investment Fund (TIF / Fund) aims to become a catalyst for socio-economic development and integration of the Turkic countries, and a flagship organization for the promotion of sustainability, intra-regional trade and connectivity via investments across various sectors with a focus on debt financing, equity investments, and other structured/hybrid financial instruments.
The Executive Support and Protocol Associate provides: I) high-level administrative support to the Executive Management team of the TIF (comprising of the General Director - GD, Chief Financial Officer - CFO, Chief Investment Officer - CIO and Chief Legal and Operations Officer - CLOO) acting as the key supportive force who empowers our Executive Management and ensures smooth operation of daily activities, and II) manages and executes formal procedures, ceremonies, and diplomatic engagements ensuring all events, meetings, and interactions adhere to established protocol standards, reflecting the organization's professionalism and cultural sensitivity.
This role primarily focuses on supporting the Executive Management of the Fund to continuously and effectively coordinate their efforts ensuring TIF strategic goals and objectives are accomplished, operations run efficiently, and engagement with both internal and external stakeholders are managed at the highest standards applicable for diplomatic, ceremonial and official engagements.
The role requires the candidate to be a practical problem solver with exceptional communication skills and meticulous attention for details, culturally astute, and thriving in high-profile environments. The role owner should possess multi-tasking skills and have experience working in a dynamic environment, performing administrative and protocol related duties, and providing support to Executive Management in organizing and managing schedules, leading and coordinating internal and external meetings / events / other relevant settings in relation to these (including communications and logistics related arrangements). Given the dynamic nature of the executive landscape and the Fund’s ongoing development, the Executive Management of the Fund should be in a position to confidently rely on Executive Support and Protocol Associate to be flexible in dealing with different tasks and consistent while maintaining the confidentiality and high-standards relevant to the organization of such nature (i.e. international financial institution – IFI).
This role needs to be proactive and needs to support the TIF team during busy periods; requires a high level of integrity and awareness of the multi-cultural and diplomatic nature of the Fund’s set-up and how to navigate these effectively; liaise with governments’ officials and must handle sensitive information with the utmost discretion and maintain strict confidentiality in all matters; be aware of working hours flexibility expectations, especially when matters involve supporting Executives across time zones and diverse operational settings.
MAIN DUTIES AND RESPONSIBILITIES:
The Executive Support and Protocol Associate combines high-level administrative support with protocol oversight and her/his main duties include, but not limited to: I) supporting Executive Management of the Fund (GD, CFO, CIO and CLOO), as directed, in their daily operations, maintaining and refining internal processes that support Executives companywide, coordinating internal and external resources to expedite workflows, managing communication with employees, planning and orchestrating work-flows, II) liaising with internal and external stakeholders on various protocol matters, organizing and overseeing official ceremonies, diplomatic receptions, and high-level meetings, coordinating communications and logistics related arrangements adhering to international, governmental, and organizational protocol standards, serving as a point of contact for protocol-related inquiries and support to ensure that Executive Management priorities are met, organizational goals are achieved, and best practices are upheld.
She/he is accountable for:
I) concerning Executive Support functions
- Managing professional and personal scheduling for Executive Management, including agendas, mail/email/client management, and other company logistics.
- Coordinating complex scheduling and calendar management, as well as content and flow of information to senior Executives.
- Managing senior Executives’ travel logistics and activities, including accommodations, transportation, and other logistics.
- Maintaining comprehensive filing in various hard copies and electronic systems and archiving relevant documentation and correspondence for Executive Managers, and TIF as an institution, to ensure instant retrieval of documents.
- Liaising with the relevant Management Committee and Board of Directors secretariats with regard to the scheduling of the Fund’s Management Committee and Board of Directors’ meetings.
- Providing administrative and office support by producing and/or preparing documents such as presentation decks, business correspondence, factsheets, briefing notes, meeting notes and reports ensuring all deadlines are met and contents are accurate.
- Conduct ad-hoc or specific tasks assigned by Executive Management, which may be related amongst others to pipeline or reporting.
- Maintaining professionalism and strict confidentiality with all materials.
- Organizing team communications and planning events, both internal and off-site.
II) concerning Protocol functions
- Organizing and overseeing official ceremonies, diplomatic engagement, and high-level meetings.
- Coordinating logistics, including venue, seating arrangements, and guest lists.
- Ensuring adherence to international, governmental, and organizational protocol standards.
- Advising Executive Management and the Fund staff on appropriate etiquette, titles, and precedence.
- Liaising with government officials, foreign dignitaries, and internal departments.
- Serving as a point of contact for protocol-related inquiries and support.
- Preparing briefing materials, bios, and talking points for Executive Management engagements.
- Maintaining accurate records of past events, guest interactions, and protocol guidelines.
- Researching and applying cultural norms and customs relevant to visiting delegations.
- Coordinating official visits, including itineraries, transportation, and security arrangements,
- Support Executive/VIP travel logistics and ensure protocol is observed throughout.
EDUCATION AND PROFESSIONAL QUALIFICATIONS:
- University Degree (BA/MA) International Relations, Political Science, Communications, and/or equivalent relevant business experience.
- A recognized Executive Support qualification would be useful but is not essential.
- Strong understanding of diplomatic etiquette and international relations/customs.
- Fluent Turkish and English, with excellent written and oral communications skills.
- Knowledge of another language of TIF Members, both written and spoken would be desirable.
EXPERIENCE:
- Two to five (or more) years of proven experience of working at a senior level administrative role within a multi-disciplined and multi-cultural organization being in charge of protocol, diplomacy, event planning, or executive support.
- Experience in overseeing budgets and expenses, logistics and planning.
- Experience in developing internal processes and filing systems.
- Strong understanding of diplomatic etiquette and international customs.
- Proficiency with office productivity tools and an aptitude for learning new software and systems.
SKILLS AND COMPETENCIES:
- Excellent organizational and effective planning skills with a demonstrated ability to prioritize and independently co-ordinate workload to comply with deadlines and high standards relevant to international set-ups.
- Ability to keep calm under pressure and be able to anticipate needs/issues, drawing on a high degree of initiative and judgement in reliably executing or coordinating a range of tasks independently.
- Excellent timekeeper: strong time-management skills and an ability to organize and coordinate multiple concurrent projects, remaining confident and consistent.
- Excellent interpersonal skills; including tact and diplomacy.
- Excellent written and verbal communication skills.
- A proactive and can-do attitude, approach, and team ethics.
- Ability to work under pressure and manage multiple priorities.
- Proficient level of numeracy and ability to work with numbers.
- Good presentation skills with attention to detail and the ability to judge required accuracy.
- Willingness to take on additional responsibilities; flexible team player, willing to adapt to changes and unafraid of challenges.
- Due to the complex nature of the role, she/he should be comfortable interacting at a very senior level both within the Fund as well as with external counterparts.
- Advanced computer literacy (Word, Excel, Outlook, and PowerPoint), technology platforms use (Microsoft 365, Teams, SharePoint), as well as the ability to format large documents, charts and tables to publication quality is essential.
- Ability to maintain confidentiality of information related to the Fund and beyond.
