Office Administrator

About the job

This role focuses on comprehensive office management and high-level secretarial support, ensuring the smooth daily operations and providing vital administrative assistance across the agency. The successful candidate will oversee the organization and coordination of office procedures, communications, and resources to create a productive and professional environment.

In addition to core office management duties, the role also provides secondary executive assistance to the CEO's office, supporting scheduling, correspondence, and occasional personal tasks when required. This position requires excellent organizational skills, attention to detail, discretion, and the ability to handle multiple priorities efficiently.

Main responsibilities include

Office Administration & Operations

• Manage the reception and overall daily office operations, maintaining a professional and organized workspace.
• Handle incoming calls, emails, and correspondence (digital and physical).
• Coordinate office supply inventory, oversee maintenance, and liaise with vendors and service providers.
• Maintain accurate records and files, both physical and digital; assist with data entry, document formatting, and report generation.
• Collaborate with the accounting team for basic accounting tasks and filing.
• Support HR processes, including onboarding documentation and employee records management.
• Coordinate internal meetings, team events, and company gatherings.
• Contribute to maintaining a positive and efficient office culture.

CEO Office Support

• Provide comprehensive administrative and scheduling support to the CEO, including meeting coordination, and travel arrangements.
• Manage confidential information with professionalism and discretion.
• Oversee logistics for CEO-related events, travelling and projects.
• When required, assist with personal tasks and arrangements related to the CEO or executive team (e.g., reservations, deliveries, personal appointments).

Ideal Candidate Profile

MustHave

• 3+ years of experience as an office administrator or similar role.
• Strong organizational and multitasking abilities
• Solid planning skills to coordinate actions of multiple parties & experience in communicating and working with stakeholders at all levels.
• Strong interpersonal skills, proactive, problem-solving mindset and a proactive approach to tasks. Professional discretion and ability to handle sensitive information. Attention to detail and ability to work independently.
• Bachelor's degree in business administration or other related field.
• Excellent oral and written communication skills, in both Greek and English, proficiency in the Microsoft Office suite (Outlook, Word, Excel and PowerPoint), and digital competence, are considered a prerequisite.

Good2have

• Previous experience in a fast-paced corporate or executive office environment.
• Familiarity with travel management, meeting logistics, and event coordination.
• Familiarity with quality management principles (ISO, internal audits, compliance, or process mapping).
• Knowledge of the procedures governing Public Tenders & Specs.
• Interest & savviness in innovation / media / PR / communication issues.

Benefits

• Competitive salary based on experience.
• Benefits, including private health insurance, monthly vouchers.
• Continuous hard and soft skills training, mentorship to help you manage your path and develop professionally, company culture that offers a huge learning experience and enhances personal growth.
• Collaborative & supportive work environment.