Executive Assistant to the ELT

Role Purpose

The Executive Assistant (EA) is a pivotal partner to the Executive Leadership Team (ELT), providing high-level support that enables senior leaders to focus on strategic priorities and drive business growth. This role goes beyond traditional administrative tasks, requiring a proactive, discreet, and highly emotionally intelligent professional who can manage complex projects, streamline communications, and anticipate the needs of senior leadership. The EA will act with full discretion and play a key role in enhancing the efficiency and effectiveness of the ELT.

Key Responsibilities

1. Executive Support & Strategic Partnership

2. Provide seamless, high-level support to the Executive Leadership Team, including calendar management, prioritisation of tasks, and correspondence.

3. Anticipate executive needs and proactively manage time and information flow.
4. Prepare, review, and edit high-quality briefing materials, presentations, and reports.

5. Handle confidential and sensitive information with the utmost discretion.

6. Communication & Stakeholder Management

7. Serve as a professional first point of contact for internal teams, external partners, and key stakeholders.

8. Draft, proofread, and manage correspondence, ensuring clarity, professionalism, and alignment with company messaging.
9. Facilitate effective communication across departments, ensuring the ELT is informed and aligned on key initiatives.

10. Coordinate meetings, follow-ups, and action items to ensure timely execution of decisions.

11. Project & Process Management

12. Support and manage strategic initiatives and internal projects for the ELT, ensuring deadlines are met and objectives are achieved.

13. Maintain and improve internal processes to increase efficiency and operational effectiveness.
14. Track and manage progress on action items, KPIs, and project deliverables across multiple teams.

15. Leverage the internal CRM system to manage projects, track workflows, assign tasks, and ensure timely follow-ups across the organization.

16. Event, Travel & Technology Coordination

17. Organize business trips, itineraries, and meetings with attention to detail and efficiency.

18. Plan and coordinate executive off-sites, board meetings, and internal events that reflect professionalism and impact.
19. Manage travel expenses, reimbursements, and budget tracking for all trips and events.
20. Utilize AI enhancement tools - ChatGPT, Grammarly, Microsoft Copilot, Google Gemini - to streamline document creation, internal communications, scheduling, reminders, and task automation.

5. Internal Communications Support

• Collaborate closely with internal communications and cross-functional teams to ensure messages from the ELT are clear, timely, and impactful.
• Assist in drafting company-wide announcements, presentations, and updates.
• Support the ELT in fostering engagement, transparency, and alignment across the organisation.

What We Look For

• Bachelor's degree in Business Administration, Management, Communications, or a related field; Master's degree is a plus.
• Minimum of 4+ years supporting senior executives in fast-paced, high-performing environments.
• Proven experience in project management, internal communications, or business operations support.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, , and AI tools (ChatGPT, Grammarly, Microsoft Copilot, Google Gemini).
• Fluency in Greek and English (additional languages considered a plus)
• On-site position: No hybrid work mode. Full on-site collaboration required for maximum team integration and operational efficiency.
• Willingness to travel up to 10% of the time.

Skills & Competencies

• Exceptional discretion and confidentiality in handling sensitive information.
• Strong emotional intelligence, with the ability to build trust and navigate complex interpersonal dynamics.
• Project management expertise, able to manage multiple initiatives simultaneously and deliver on time.
• Strong business acumen, understanding organizational priorities and strategic objectives.
• Excellent internal communications skills, with the ability to translate executive decisions into clear messaging.
• Comfortable using a CRM program for project tracking and workflow management.
• Skilled in leveraging AI tools (ChatGPT, Grammarly, Microsoft Copilot, Google Gemini) to improve efficiency and productivity.
• Outstanding organisational skills and attention to detail.
• Proactive, solution-oriented, and able to operate independently in a fast-paced environment.
• Professional maturity, adaptability, and diplomacy.

About ProGnosis Biotech

ProGnosis Biotech is a fast-growing biotechnology company specialising in high-accuracy diagnostic solutions for food safety, clinical diagnostics, and hygiene monitoring. Since 2011, we have developed and manufactured advanced immunodiagnostic assays, supported by in-house R&D, proprietary antibody production, and strict international quality standards. With a strong international footprint and trusted partnerships across global markets, ProGnosis Biotech empowers organisations to protect consumer health and make smarter, safer decisions. At ProGnosis Biotech, we foster a culture of innovation, cross-functional collaboration, and continuous improvement, driving meaningful impact in every market we serve.

What We Offer

• Competitive salary and benefits.
• Direct exposure to strategic decision-making at the highest level.
• Opportunity to contribute to shaping processes, projects, and company culture.
• A dynamic, professional, and collaborative work environment.

Job Type: Full-time

Location: Thessaloniki, Greece