Administrative Assistant

2 days ago

Piraeus, Attica, Greece Embassy and General Consulate of Panama in Greece Full time

Administrative Assistant

Embassy of Panama – Office of the Ambassador

The Embassy of Panama in Greece is seeking an experienced and highly qualified Administrative Assistant to provide comprehensive support to the Ambassador's Office.

This position requires an organized, discreet, and proactive professional capable of managing sensitive information, complex scheduling, and high-level communication within a diplomatic environment.

Key Responsibilities

  • Manage the Ambassador's calendar, including scheduling meetings, briefings, and official appointments.
  • Prepare and review written and verbal communications, such as correspondence, speeches, reports, and interview notes.
  • Brief the Ambassador on current issues, ongoing projects, and developments concerning Panama–Greece diplomatic relations.
  • Coordinate official communications between the Embassy, the Government of Panama, Greek authorities, and external organizations.
  • Support media relations and public communication activities, including press coordination and event coverage.
  • Plan and execute official events, conferences, and receptions, including Embassy participation in major events such as Posidonia 2026.
  • Liaise with suppliers and service providers, gathering and evaluating offers for Embassy review.
  • Organize and oversee official visits and delegations from Panama, including logistics, schedules, and protocol arrangements.
  • Assist with protocol meetings involving government representatives and participation in national events or festivals.
  • Handle general administrative and office management duties, including filing, travel arrangements, and supplies management.

Qualifications and Skills

  • Minimum 5 years of relevant experience in executive or diplomatic administration.
  • Excellent written and verbal communication skills in English, Greek and Spanish.
  • Demonstrated ability to handle confidential and sensitive information with the highest level of discretion.
  • Strong organizational skills, attention to detail, and ability to prioritize multiple tasks effectively.
  • Proven experience in event planning, coordination, marketing and protocol management.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office software.
  • Experience in CRM handling and maintenance, including contact management and communication tracking.
  • Professional demeanor, cultural awareness, and interpersonal skills suitable for a diplomatic setting.
  • Ability to work independently while maintaining a collaborative and service-oriented attitude.

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