Organizational Assistant

Job Description

Caspian Holding is seeking a proactive, organized, and detail-oriented Organizational Assistant to support the CEO, Board of Directors, and management team.

The selected candidate will be responsible for coordinating organizational activities, documenting meetings, following up on assigned tasks, monitoring KPIs, preparing management reports, and facilitating communication between departments and senior management.

This is a fully remote, project-based cooperation opportunity and does not constitute permanent employment. The selected candidate is expected to maintain regular availability from Monday to Friday during the project period and attend scheduled online meetings based on the Eastern Time Zone.

Key Responsibilities

- Prepare accurate and structured minutes for management and Board meetings.
- Record decisions, assigned responsibilities, deadlines, and action items.
- Follow up with managers and team members regarding pending tasks and commitments.
- Maintain and update action-item trackers, decision logs, and follow-up reports.
- Coordinate meetings, schedules, reminders, and internal communications.
- Facilitate communication between the CEO, Board members, managers, and departments.
- Collect required information and reports from different organizational units.
- Monitor and report the KPIs of executives, managers, and departments.
- Prepare weekly and monthly management and organizational reports.
- Create professional reports, presentations, tracking files, and dashboards.
- Document organizational processes, procedures, responsibilities, and workflows.
- Design process maps and workflow diagrams using Microsoft Visio and BPMN principles.
- Assist in preparing organizational forms, templates, guidelines, and standard operating procedures.
- Organize and maintain management documents, records, and confidential files.
- Handle sensitive organizational information with professionalism and discretion.

Required Skills and Qualifications

- Bachelor’s degree in Industrial Engineering, Management, Business Administration, or another relevant field.
- At least two years of relevant experience in executive assistance, organizational coordination, office management, management reporting, or a similar role.
- Experience in preparing meeting minutes and tracking action items.
- Strong organizational, coordination, planning, and follow-up skills.
- Advanced proficiency in Microsoft Word, Excel, and PowerPoint.
- Practical experience with Microsoft Visio and workflow documentation.
- Familiarity with BPMN concepts and business process documentation.
- Ability to prepare structured and professional management reports.
- Strong attention to detail and a high level of accountability.
- Excellent time-management and prioritization skills.
- Professional written and verbal communication skills.
- Ability to work independently and manage multiple responsibilities in a remote environment.
- Ability to communicate professionally with executives, Board members, and department managers.
- Upper-intermediate or higher English proficiency.
- Availability to attend scheduled online meetings based on the Eastern Time Zone.
- Strong commitment to confidentiality and professional ethics.

Preferred Qualifications

- Previous experience working directly with CEOs, Board members, or senior executives.
- Experience in holding companies, consulting firms, construction companies, technology businesses, or startups.
- Experience in KPI reporting and management dashboards.
- Familiarity with Power BI.
- Experience in process mapping, workflow design, and organizational documentation.
- Previous experience working with international or fully remote teams.