Office Administrator

Office Administrator & Operations Assistant

Location: Athens (on-site)

Reports to: People & Operations Manager

Team: Operations & HR

Who we are

TOPOSOPHY is one of Europe's leading agencies in placemaking and marketing. Whether we're developing a destination master plan, analysing travel trends, or delivering a placemaking workshop, we bring together all the talents of our diverse team and pride ourselves on delivering outstanding quality for our clients.

Since our founding in 2010, we've expanded our client portfolio and grown our operations across multiple countries. We're now strengthening our internal operations team — would you like to join?

What we're looking for

We are looking for a reliable and highly organized Office Administrator & Operations Assistant to support our Athens office and daily operations. This is a practical, hands-on role working closely with the People & Operations Manager and the leadership team. The right person will help keep our office running smoothly, support people operations, and assist with key admin and finance tasks.

The ideal candidate is comfortable working in a fast-paced environment, enjoys solving problems, and knows how to keep things organised behind the scenes.

What will you do?
Reception & Front Desk

• Manage company correspondence, phone lines, and reception duties
• Welcome and assist visitors and partners, ensuring a professional image of the company
• Handle staff requests and direct them to the appropriate departments
• Reserve and prepare meeting rooms to ensure smooth logistics
• Coordinate business travel and accommodation for the leadership team and staff

Office & Facility Management

• Monitor daily staff attendance, remote work schedules, and leave records
• Oversee office supplies, equipment, and consumables
• Handle orders, deliveries, and vendor management related to office operations (e.g. cleaning services, technical support)
• Coordinate health and safety processes and liaise with external providers
• Support the planning and execution of internal events and team offsites

Executive & Personal Assistance

• Provide discreet administrative and personal support to the CEO and management
• Book travel and accommodation for CEO, Directors, and team
• Handle basic correspondence and meeting follow-ups
• Support in personal logistics, calendar management, and travel planning

People Operations & Internal Processes

(in support of the People & Operations Manager)

• Schedule interviews and assist in basic recruitment tasks
• Manage onboarding and offboarding procedures for employees
• Support employment contract administration and employee benefits (e.g. meal vouchers, private insurance, corporate phone plans)
• Coordinate time-off tracking, remote work, and well-being programs
• Train employees on company tools, platforms, and policies (e.g. Filing System, Password Manager)
• Maintain and update personnel records and internal databases

Accounting & Procurement Support

(in support of the Senior Accountant)

• Coordinate vendor / client onboarding and ensure data accuracy in company systems
• Process and track employee expense reports, petty cash, and corporate spending
• Monitor invoicing and payment workflows in collaboration with the accounting team
• Prepare and submit monthly finance packs to the accountant
• Ensure proper documentation and compliance with internal accounting procedures

General Administration & Documentation

• Maintain and organize company files, records, and templates
• Prepare internal reports, presentations, and project documentation
• Conduct background research and present findings as requested
• Ensure consistency and accuracy in standard company documentation and processes

Requirements

What experience should you have?

• Proven experience in office administration, executive assistance, or a similar support role
• Ability to work independently, show initiative, and adapt in a fast-paced, dynamic environment
• Strong organizational, communication, and interpersonal skills
• Excellent command of both English and Greek, written and spoken
• Familiarity with administrative procedures, office operations, and basic accounting principles
• Proficiency in MS Office and office management tools (e.g. ERP, CRM, time tracking systems)
• High level of discretion and professionalism in handling sensitive information
• Attention to detail, time management, and a proactive problem-solving mindset
• Additional qualifications in secretarial or executive support studies will be considered an asset
• Educational background in Business Administration or a related field (Bachelor's degree preferred)

Benefits

• Competitive salary and private health insurance
• Professional equipment allowance to ensure you have the tools you need to perform at your best
• Team-led training and hands-on learning designed to help you grow in your role from day one
• Professional development courses allowance to support continuous learning and career growth
• A diverse, international team shaping the future of destinations

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