Executive Assistant

Are you an organized and proactive individual with a passion for medical tourism and aesthetic medicine? We are seeking a highly capable Executive Assistant to support the CTO (Chief Technical Officer) and the wider team by joining our newly established IT Department. This role requires a self-sufficient, proactive professional with a strong ability to anticipate needs, deliver operational excellence, and contribute positively to our culture.

About Us:

At IMG, we are stepping boldly into the era of digitalization by developing innovative software products that enhance our operations across healthcare and aesthetics. Our mission is to evolve continuously, aligning with the fast-paced advancements in Digital Health and Aesthetics.

Key Responsibilities:

As an Executive Assistant, you will focus on providing effective administrative and secretarial support to our divisions by handling written correspondence and reports, e-mail and calendar management, filing management, organizing meetings, and keeping meeting notes. The position holder will handle sensitive information and content with confidentiality and discretion, and will create high-quality PowerPoint presentations. Candidates will also make travel arrangements and hotel bookings according to business needs.

Moreover, as a trusted partner to the leadership, you will not only manage core executive support activities but also play an active role in providing valuable insights to the CTO regarding the Department's status.

In particular, you will be responsible for the following tasks:

● Executive support:

○ Provide full secretarial support and diary management with an emphasis on anticipating needs and understanding priorities.

○ File and update contact information of employees and partners (internal and external).

○ Document valuable insights regarding the Department's status.

● Manage and respond to inbound communications: Support calls, emails, etc.

● Meeting coordination: Scheduling meetings, assisting with agendas, organising travel arrangements, and events (internal and external).

● Monitor and manage inventory of office supplies: Order and distribute office supplies as necessary.

● Reporting & presentations: Produce documents, briefing papers, reports, and presentations.

● Financial administration: Ensure all Purchase Orders, invoices, and expenses are processed accurately and on time.

● Operational problem-solving: Handle one-off and recurring tasks, as well as proactively resolve issues.

● Project support: Manage and coordinate functional or cross-functional projects and administrative processes.

● Technology utilization: Embrace and maximize new tools and systems to improve efficiency.

● HR Support: Maintain logs for absences/leaves, appraisals, bonus handling, etc.

It is more than welcome to be familiar with the domain and to be able to provide consultancy. Finally, this hybrid role offers the flexibility of working both on-site and remotely, providing essential support and leveraging your expertise in these exciting fields.

About You:

Requirements:

● Graduate (preferred) or equivalent proven experience.

● Literacy & overall command of the Greek/English language, both orally and in writing.

● Technical skillset (e.g., handling various tools, MS Office, MS Outlook, Google productivity suite - Google Docs, Sheets, Slides, etc.)

● Proficiency or even familiarity with Project Management tools such as ClickUp, Asana, Trello, etc.

● Knowledge about how to use artificial intelligence chatbots, such as ChatGPT or Gemini.

As a person, you should be characterized by:

● Exceptional administrative and project management skills with a meticulous eye for detail, to achieve results/execute tasks by meeting deadlines, and ensure smooth business operations.

● Highly organized, self-motivated, adaptable to changes, and able to anticipate needs while effectively prioritizing workload.

● Multitasking capabilities, flexible, diligent, responsible, and accurate, with the ability to take initiative.

● Maintains high standards of planning, quality, and accuracy under tight time scales.

● Skilled in balancing requests, prioritizing core leadership support, and managing competing demands.

● Positive, creative, with a problem-solving attitude/behavior/mindset, as well as proactive in identifying and implementing improvements.

● Demonstrates integrity, discretion, confidentiality, and handling of sensitive information at all times.

● Willing to go above and beyond the day-to-day to ensure smooth business operations.

● Enthusiastic about contributing to a positive workplace in the fields of medical tourism and/or aesthetic medicine (understanding of the domain is highly appreciated).

● Excellent interpersonal and communication skills, as well as a good sense of humor.

● Communicates clearly & effectively, showcases team spirit, while being a strong relationship builder within the team and or between teams (e.g., IT and Business).

What We Offer:

● Competitive Salary and benefits package

● Opportunities for professional development and growth

● Dynamic and collaborative work environment

● Opportunity to work on exciting and innovative projects

● Cutting-Edge Equipment

● Chance to join a business that is disrupting an industry

How to Apply:

If you feel like you are the perfect candidate and could make a significant contribution to IMG, please send a CV and cover letter to (stating what you can contribute to IASSIS MEDICAL GROUP after joining us) in PDF format only.

Please note that all offers are subject to eligibility to work in Greece and satisfactory references. At IMG, we recognise the value of a diverse team, and we are committed to and encourage applications from people with varied experiences, perspectives, and backgrounds. Reasonable adjustments are available to support candidates through the application and interview process.

If you're ready to contribute your skills to a dynamic and growing area of the aesthetic and healthcare industry, we encourage you to apply

Other:

Application Question(s):

● Are you based in Greece and hold the full right to work there?

Language:

● English (Required)

Job Types: Full-time, Permanent