Executive Assistant

Executive Assistant

What you will be doing:

• Prepare and modify documents, including correspondence, reports, drafts, memos and emails
• Organize meeting materials and assist with the development and formation of presentations
• Maintain electronic and hard copy filing system for the department
• Handle data management platforms e.g. ESG data
• Organize events, meetings, and conference calls, by booking meeting rooms, updating calendars, managing shared folders, sending invitations, testing meeting equipment, organizing catering services, parking forms etc.
• Schedule travel arrangements, including flight reservations, accommodation, transportation services etc.
• Process departments’ invoices & payments (SAP ERP), fill in suppliers’ lists, and maintain related records to ensure that contracts are paid within an agreed timeline
• Organize and maintain office supplies and equipment by checking inventory and order items
• Handle incoming and outgoing correspondence, organizing dispatching of material, documents, letters when requested (courier)
• Responsible for departments’ cashier, expenses sheets, and all internal & external distributions (incl. Annual Report)
• Electronically submit teleworking days for all members once every month
• Support the technical preparation of posts for the Group’s intranet and uploading
• Plan and execute special out-of-office gatherings and team events on occasions such as holidays, team milestones, and celebrations, including venue selection, catering, transportation etc.

What you’ll have:

• BSc in Business Administration, Communications, Social Sciences, or related field
• More than 3 years of working experience as an Executive Assistant or in a similar administrative role, ideally within a multinational environment
• Previous experience coordinating and organizing events or team-building activities would be an asset
• Fluency in both English and Greek (oral and written at professional corporate level) is a must. French optional 
• Proficiency in office management software (e.g., Microsoft Office Suite)
• Familiarity with calendar management and travel coordination for executives

What you need to succeed in this role:

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of client-service.

• Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly
• Excellent attention to detail
• A team player attitude with solid problem-solving skills
• Ability work with cross-functional teams in a dynamic environment
• Demonstrated ability to remain composed under pressure and handle unexpected challenges
• Anticipate needs and proactively address challenges