Summary
Overview
Work History
Education
Skills
Accomplishments And Trainings
Work Preference
Timeline
OfficeManager
Ugur Kaytaz
Open To Work

Ugur Kaytaz

Executive Assistant to the General Manager
Istanbul

Summary

I've built my career at the intersection of executive support and operational strategy — working closely with senior leadership across global companies in pharma, consumer electronics, and luxury retail.

At Takeda Pharmaceuticals, I serve as Executive Assistant to the General Manager, where my work goes beyond scheduling and administration. I manage country-level governance processes, coordinate cross-functional projects, and act as a trusted bridge between the GM and the Country Leadership Team.

What I bring to these environments is a combination of breadth and attentiveness. Having worked across very different industries and corporate cultures, I've developed the ability to recognize patterns early — to notice where things might slow down or go off track before they do. I find this kind of proactive thinking is what makes executive support genuinely valuable.

I'm also deeply engaged with how AI tools are changing the way administrative and operational work gets done, and I integrate them into my daily workflow to consistently raise the quality and speed of my output.

Overview

12
12
years of professional experience
12
12
years of post-secondary education

Work History

Administrative and Purchasing Manager

Miele
Istanbul, Turkey
01.2022 - 07.2025
  • Purchasing of In-direct Services
  • Retail Excellence Store Operations
  • Facility Management
  • Administrative Services Management
  • Car Fleet Management
  • Event Management, Support to Management Team
  • Point-of-Contact for Sustainability
  • Point-of-Contact for 3rd-Party Service Providers
  • Occupational Health and Safety Services Management
  • Forecasting and Budget Reporting of the Department
  • Project Management, Digital Transformation and Cultural Change
  • Generated reports on purchasing activities to support management decisions
  • Achieved cost savings by negotiating contracts and pricing with suppliers

Administration and Human Resources Coordinator

Pandora
Istanbul, Turkey
01.2017 - 12.2021
  • Recruitment: Managing Career Platforms, Preparing and Posting Job Adds, Realizing Phone Interviews, Coordinating Interview Organizations, Realizing Reference Checks, Job Offers, Onboarding Support
  • HR Admin: Guardian of Employee File Archive, Keep Updated the Employee Master Data
  • Reporting: Employee Absence Records & Reporting, Employee Letter Requests
  • Environment, Health and Safety Responsible
  • 3rd Party Management: Travel, Employee Related Supplies
  • Support to Management Team in daily operations
  • Support to Management Team in planning regional and global travels and meetings management
  • Support to Expats with real estate and in state offices

Executive Assistant to the General Manager

Takeda Pharmaceuticals
Istanbul, 34
12.2025 - Current
  • Provide comprehensive and confidential administrative support to the General Manager.
  • Ensure effective communication and coordination between the General Manager and Directors.
  • Track projects and follow up on action items on behalf of the GM and the Board.
  • Lead Administrative Specialists to foster seamless office operations and collaboration.
  • Manage the GM's calendar and organize internal and external appointments.
  • Play a governance role by organizing and managing the Country Leadership Team Calendar & Governance.
  • Supported event planning activities for company functions, contributing to successful outcomes. ( Cycle Meetings )
  • Managed multiple projects with cross-functional teams concurrently, ensuring timely completion and high-quality results. (Digitalization of Consent Letters, Library of SOPs, Veeva)

Office Manager & Retail Operations Specialist

Pandora
Istanbul
01.2015 - 01.2017
  • Worked with senior management to initiate new projects and assist in various processes
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president
  • Processed travel expenses and reimbursements for executive team and senior management group
  • Streamlined office operations, leading to more organized environment by implementing digital filing systems
  • Served as a liaison between departments to facilitate effective communication throughout the company
  • Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations
  • Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace
  • Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives
  • Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary

Guest Relations Officer

Inanlar
Istanbul, Turkey
05.2014 - 09.2014
  • Maintained a welcoming atmosphere with genuine interactions and professional communication skills
  • Coordinated special requests from guests, including transportation arrangements or local activity bookings
  • Improved overall guest experience by monitoring feedback surveys and implementing necessary changes
  • Cross-trained and provided backup support for sales team
  • Identified and resolved discrepancies and errors in customer accounts
  • Promptly responded to inquiries and requests from prospective customers
  • Promoted superior experience by addressing customer concerns, demonstrating empathy, and resolving problems swiftly

Education

MBA - Business Administration

FMV Isik University
Istanbul, Turkey
09.2020 - 09.2021

Bachelor of Arts - International Relations

Anadolu University
Istanbul, Turkey
09.2016 - 09.2020

Associate of Applied Science - Language Interpretation And Translation

Istanbul Aydın Unıversıty
Istanbul, Turkey
09.2011 - 09.2013

Associate of Arts - Occupational Health And Safety

Anadolu University
Istanbul, Turkey
09.2021 - 06.2023

Certificate - Project Management

Istanbul Technical University
Istanbul, Turkey
07.2023 - 09.2026

Certificate - Human Resources Management

Istanbul Technical University
Istanbul, Turkey
10.2017 - 01.2018

Skills

  • Interpersonal communication
  • Team leadership and coordination
  • Business administration
  • Office management
  • Project management
  • Supplier relationship management
  • Vendor relationship management
  • Price negotiation

Accomplishments And Trainings

  • Merit-based College Scholarship, 100%
  • Introduction to Business Management, King’s College London
  • Analytics Individual Qualification, Google
  • Psychology at Work, University of Western Australia
  • Cultural Identities in Virtual Context, Maastricht University and Marburg University
  • Advanced Excel Skills Training, Bilginç IT Academy
  • Presentation: How to Do Business in Islamic Countries, RISEBA, Latvia

Work Preference

Work Type

Full Time

Location Preference

On-SiteHybrid

Timeline

Executive Assistant to the General Manager

Takeda Pharmaceuticals
12.2025 - Current

Certificate - Project Management

Istanbul Technical University
07.2023 - 09.2026

Administrative and Purchasing Manager

Miele
01.2022 - 07.2025

Associate of Arts - Occupational Health And Safety

Anadolu University
09.2021 - 06.2023

MBA - Business Administration

FMV Isik University
09.2020 - 09.2021

Certificate - Human Resources Management

Istanbul Technical University
10.2017 - 01.2018

Administration and Human Resources Coordinator

Pandora
01.2017 - 12.2021

Bachelor of Arts - International Relations

Anadolu University
09.2016 - 09.2020

Office Manager & Retail Operations Specialist

Pandora
01.2015 - 01.2017

Guest Relations Officer

Inanlar
05.2014 - 09.2014

Associate of Applied Science - Language Interpretation And Translation

Istanbul Aydın Unıversıty
09.2011 - 09.2013
Ugur KaytazExecutive Assistant to the General Manager