Main Responsibilities:

• Prepare and modify documents, including correspondence, reports, drafts, memos and emails
• Organize meeting materials and assist with the development and formation of presentations
• Maintain electronic and hard copy filing system for the department
• Organize events, meetings, and conference calls, by booking meeting rooms, updating calendars, managing shared folders, sending invitations, testing meeting equipment, organizing catering services etc.
• Schedule travel arrangements, including flight reservations, accommodation, transportation services
• Process departments’ invoices & payments, fill in suppliers’ lists, and maintain related records to ensure that contracts are paid within an agreed timeline
• Organize and maintain office supplies and equipment by checking inventory and order items
• Handle incoming and outgoing correspondence, organizing dispatching of material, documents, letters when requested (courier)
• Plan and execute special out-of-office client meetings, including venue selection, catering, transportation etc.

Qualifications:

• BSc in Business Administration, Communications, Social Sciences, or related field
• More than 3 years of working experience as a Secretary/Personal Assistant or in a similar administrative role, ideally within a corporate environment
• Fluency in both English and Greek (oral and written at professional corporate level)
• Proficiency in office management software (e.g., Microsoft Office Suite)
• Familiarity with calendar management and travel coordination for executives
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of client-service.
• Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly
• Excellent attention to detail
• A team player attitude with solid problem-solving skills
• Demonstrated ability to remain composed under pressure and handle unexpected challenges
• Anticipate needs and proactively address challenges