Back Office Secretary

Antipollution, a member of Vasileiadis Group of Companies (V Group), is a leading provider of environmental and waste management solutions across the Eastern Mediterranean, Egypt, and the Balkans. Operating in six main business pillars, including Port Reception Facilities, Emergency Response Services, Decontamination Services, Renewable Energy, Alternative Fuel Production from Waste, and Technology, we are committed to sustainability, innovation, and operational excellence.

As part of our growing operations, we are looking for a reliable and efficient Back Office Secretary to strengthen our administrative support structure at the Group headquarters in Piraeus. This role will act as the primary point of contact for the company, managing schedules, communication, and administrative tasks with efficiency and discretion. The ideal candidate should have excellent problem-solving skills, strong communication abilities, and a proactive approach to daily operations.

Role Overview:

The Back Office Secretary will be responsible for managing central administrative and reception functions of the Group's headquarters, providing timely communication, handling sensitive documentation, supporting executive needs, and ensuring professional experience for visitors and callers.

The role demands strong organizational capabilities, discretion, and proactive problem-solving in a dynamic and complex corporate setting.

Key Responsibilities:

Communication & Call Management

• Handle the main switchboard and route incoming calls and emails to appropriate departments.

• Maintain caller logs and relay detailed messages when departments are unavailable.

• Proactively follow up on unanswered or delayed calls and ensure issue resolution.

Front Desk & Visitor Coordination

• Welcome and register guests and partners with professionalism.

• Coordinate visit schedules with departments and external parties.

• Liaise with ground-floor reception and manage courier/delivery handling.

Mail & Document Administration

• Monitor incoming/outgoing correspondence and ensure accurate archiving.

• Organize and oversee parcel dispatches from headquarters and remote offices.

• Coordinate with internal staff and security for timely distribution and receipt of documents.

Executive Assistance Support

• Assist with simple personal or professional requests from the Chairman's Office

• Provide ad-hoc support including printing, scanning, and managing executive contact lists

• Maintain absolute confidentiality in all executive-related interactions

Office Operations & Task Support

• Ensure the reception area is well-organized and access-controlled

• Track basic supplies for the floor and ensure readiness of shared equipment

• Respond to unexpected issues with flexibility and professionalism

Requirements:

Professional Experience 

• Minimum 3-4 years of experience in a similar administrative/receptionist role.
• Previous experience in a corporate or multinational environment preferred.

Academic Background & Qualifications 

• Diploma or degree in Business Administration, Secretarial Studies, or related field
• Additional studies in Environmental Sciences will be considered an asset.

Languages & Technical Capabilities 

• Excellent command of Greek and English (verbal & written)
• Proficient use of Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Familiarity with digital filing systems and office hardware (printer, scanner, phone systems)

Skills:

• Outstanding multitasking and organizational skills
• High sense of responsibility and attention to detail
• Strong communication and interpersonal abilities
• Ability to handle sensitive information with confidentiality
• Calm under pressure and solution-oriented mindset
• Professional appearance and conduct

What We Offer:

• Competitive remuneration scheme
• Private Medical Insurance
• Career development opportunities
• Friendly working environment

Please be advised that we will only contact for an interview the candidates who meet the requirements of the job. All applications are considered strictly confidential.