Executive Assistant to the CEO

Executive Assistant to the CEO

Location: Athens, Greece (Hybrid) Job Type: Full-time Application Deadline: [TBC]

Are you a highly organized and proactive professional with exceptional attention to detail? Do you excel at managing complex schedules, coordinating high-level communications, and providing strategic support to leadership? If you're passionate about contributing to social impact through administrative excellence, we encourage you to apply

About Odyssea

Odyssea is a Non-Profit Organization based in Athens, Greece, dedicated to creating equal opportunities through education and employment. Our mission is to harness the power of knowledge to empower individuals, ensuring they have the tools and skills needed for personal growth, professional development, and meaningful employment.

Position Overview

We are seeking an Executive Assistant to provide comprehensive support to our CEO, serving as a crucial liaison between the CEO and internal and external stakeholders. This role requires a strategic thinker who can anticipate needs, manage priorities, and enable the CEO to maximize productivity and impact. The ideal candidate will help strengthen Odyssea's organizational effectiveness while maintaining confidentiality and representing the organization professionally.

Key Responsibilities

As an Executive Assistant, your core responsibilities will include:

• Executive Support & Coordination:
• Serve as the secondary point of contact for internal and external communications directed to the CEO
• Prioritize tasks, meetings, travel arrangements, and overall coordination of the CEO's agenda
• Act as a liaison between the CEO and the leadership team, staff, board members, and external partners
• Coordinate the periodicity and prioritization of performance/task progress checks for direct reports (Comms, CSR, EU)

• Process expense reports and handle administrative tasks related to the CEO's office

• Communication & Documentation:

• Prepare and edit correspondence, presentations, and documents on behalf of the CEO
• Help with donor personal relationships, including periodic engagement by mapping events and preparing communication materials (emails, WhatsApp messages, newsletters, invitations)

• Assist in reviewing new Standard Operating Procedures (SOPs), policies, and Annual Reports

• Strategic & Project Support:

• Manage special development projects and initiatives as assigned by the CEO
• Support strategic planning processes and organizational development initiatives
• Support the CEO in preparing for key internal and external meetings, including background research and materials preparation
• Organize and coordinate executive outreach and external relations efforts

• Assist with donor relations and fundraising activities when needed

• Meeting Management:

• Coordinate and attend board meetings, prepare agendas, take minutes, and follow up on action items

• Attend networking events with the CEO and engage with potential donors and partners

• Administrative & Operational Support:

• Perform general administrative tasks, including email filtering
• Manage administrative tasks related to legal documents (MoUs, sign documents, prepare documents), and communication with providers (lawyer, accountant, events managers, COSMOTE), including follow-ups
• Oversee space preparation tasks, such as finding upcoming new Odyssea branch spaces and coordinating with third parties providers such as architects and construction crews

Qualifications

• Minimum 2-4 years of experience as an executive assistant, preferably supporting C-level executives
• Bachelor's degree in Business Administration, Communications, or related field
• Exceptional organizational skills with meticulous attention to detail
• Strong written and verbal communication skills in both Greek and English
• Proficiency in Microsoft Office suite, particularly Outlook, PowerPoint, and Excel
• Experience with project management and ability to manage multiple priorities simultaneously
• Demonstrated discretion and ability to handle confidential information with integrity
• Proactive problem-solving abilities and capacity to work independently
• Experience in the non-profit sector or understanding of social impact organizations preferred
• Ability to adapt to changing priorities in a dynamic environment
• Strong interpersonal skills and professional demeanor

What we offer to make your work-life awesome :

• 3 extra days paid time off plus national bank holidays
• 3 personal learning days p.a. with 100€ company contribution
• 2 volunteer days off p.a in another organization
• 1 remote day per week
• Private health insurance

Recruitment process

• Interview: with the CEO/CTO

Odyssea is an equal opportunity employer. We encourage candidates from all backgrounds to apply.