Job Description
We are seeking a highly professional and exceptionally dependable Executive Personal Assistant to partner directly with our CEO.
This pivotal role requires an individual who thrives in a fast-paced environment and excels at establishing clear, reliable structure where it is needed most. We are looking for an operational anchor, someone who ensures absolute consistency, follow-through, and proactive management of a demanding executive schedule.
About us
thespelas.com, a dynamic IT & Business Consulting firm, is seeking talented individuals to join our passionate tribe. At thespelas.com, we are pioneers in the world of business transformation. Our services include business consulting, process digitalization, workflow optimization, automation, and integration. We operate across diverse industries, and our commitment to innovation, growth, and technology sets us apart.
The Mandate: Operational Excellence and Proactive Partnership
Your primary function is to serve as the CEO’s external operating system, ensuring he maintains focus on high-leverage strategic priorities. This involves mastering structure, enforcing deadlines, and managing all logistics with flawless execution.
Key Responsibilities
- Structure & Accountability: Evolve and rigorously maintain tracking systems for projects, tasks, and deadlines, ensuring zero items fall through the cracks.
- Strategic Meeting Management: Attend and actively participate in key internal and client meetings as the CEO's representative, capturing critical decisions, clarifying action items, and owning the follow-up process to ensure prompt execution.
- Calendar & Travel Management: Expertly manage a complex, multi-faceted schedule, including coordinating international and domestic travel, prioritizing meetings, and creating necessary preparation time blocks.
- Executive Briefings & Research: Conduct necessary research and prepare concise, actionable briefing materials for the CEO ahead of all high-priority meetings, presentations, and speaking engagements.
- Administrative Ownership: Handle all critical administrative functions: managing invoices, tracking expenses, preparing and organizing sensitive legal documentation, and managing professional correspondence.
- Executive Communication: Manage high-stakes written and verbal communication, ensuring impeccable English is maintained for all interactions.
- Information and Asset Management: Maintain rigorous organization of all digital assets, contracts, business documentation, and intellectual property files (e.g., in Drive/Monday.com) for immediate access and compliance.
- Logistical Support: Oversee office administration, manage personal errands, and provide logistical support for the CEO.
Required Qualifications
- Exceptional Dependability & Follow-Through
- Minimum 3+ years of experience as an Executive Assistant or Personal Assistant supporting a Founder, CEO, or high-growth entrepreneur.
- Proven ability to proactively create and enforce organizational structure, processes, and systems that bring clarity to complex, dynamic environments.
- Flawless written and verbal English is mandatory due to our international client base.
- Location: Ability to work On-Premise in Athens.
- Tech Proficiency: Expert level use of calendar/email systems and experience with modern task/project management platforms (monday.com).
Desired Attributes (Nice-to-Haves)
- Professional experience or familiarity with the specifics of Greek administrative and bureaucratic processes.
- A naturally proactive, highly resourceful working style, and strong business acumen with the ability to grasp high-level priorities quickly.