Russian-speaking Office Administrator - Limassol

  • Location:

    Cyprus, Limassol

  • Discipline:

    Administration

  • Job type:

    Permanent

  • Benefits:

    Salary based on skills, knowledge and experience

  • Published:

    23-05-2024

  • Expiry date:

    23-08-2024

  • Reference:

    2505

Our client is a small Corporate Services Provider in Limassol. They are now looking to employ a highly organized and proactive Russian-speaking Office Administrator & Executive Personal Assistant to support our CEO and ensure the smooth operation of our office.

Responsibilities:

Administrative Support:

  • Oversee and support all administrative duties in the office to ensure that the office operates smoothly.
  • Manage the reception area, including welcoming clients and guests.
  • Manage phone calls and correspondence (e-mail, letters, packages, etc.).
  • Scan, photocopy, and file documents, and upload documents to the server.
  • Arrange Zoom/Teams meetings.
  • Prepare presentations based on materials provided.
  • Unofficially translate emails from English to Russian/Russian to English.
  • Assist colleagues whenever necessary

Ad Hoc Tasks: 

  • Handle any other duties and special projects as assigned by management.

Office Management:

  • Manage office and kitchen supplies inventory and place orders as necessary.
  • Maintain proper order in the office and arrange necessary upkeep/repairs.
  • Oversee maintenance, repairs, and upkeep of the office environment.
  • Visit government offices as required.
  • Ensure office policies and procedures are followed and updated as needed.

Vendor and Relationship Management:

  • Manage relationships with vendors, service providers and landlords, ensuring all items are invoiced and paid on time.
  • Communicate with Gov’t Utility offices, Cyta, Cablenet, and other providers regarding all services provided in case of any disruptions or any additional services required.

Event Planning:

  • Plan and organize office events, meetings, conferences, and team-building activities.

Human Resources Support:

  • Assist in recruiting new staff.
  • Assist in the onboarding process for new hires, including preparing workstations and orientation materials.
  • Maintain and update holiday/sick leave tables.

IT Coordination:

  • Coordinate with the IT department on all office equipment and technology needs.

Continuous Improvement:

  • Identify and implement improvements to office processes and procedures.
  • Stay updated on industry trends and best practices in office administration and executive support.

Executive Assistant to the CEO Key Responsibilities:

  • Calendar Management: Maintain and manage the CEO's calendar, schedule appointments, and organize meetings.
  • Email Management: Monitor, prioritize, and respond to emails on behalf of the CEO, ensuring timely and appropriate communication.
  • Correspondence: Draft, edit, and proofread correspondence, reports, presentations, and other documents.
  • Meeting Preparation: Prepare agendas, briefings, and meeting materials; take minutes and follow up on action items.
  • Task Management: Manage and track tasks and projects, ensuring deadlines are met and priorities are handled.
  • Travel Arrangements: Plan and coordinate detailed travel itineraries, including flights, accommodations, transportation, and meeting itineraries, and agendas for the CEO.
  • Travel Documentation: Compile and organize travel-related documents, including tickets, visas, and itineraries.
  • Expense Management: Manage travel expenses, process reimbursements, and maintain records of travel, corporate and personal expenditure.
  • Confidentiality: Handle sensitive information with the utmost discretion and confidentiality.
  • Gatekeeping: Serve as a primary point of contact, screening and directing phone calls, visitors, and correspondence.
  • Personal Assistance: Assist with personal tasks and errands as needed, including managing personal appointments and household affairs, assist with scheduling and coordinating personal activities and events
  • Event Planning: Organize personal events, celebrations, and social gatherings 
  • Household Management: Coordinate household services as needed.

Requirements:

  • Proven experience as an Office Administrator, Office Manager, Executive Assistant or in a similar administrative role.
  • Excellent written and verbal communication skills.
  • Outstanding interpersonal abilities 
  • Ability to work independently and as part of a team.
  • Strong organizational and multitasking abilities.
  • Proficiency in MS Office (Word, Excel, PowerPoint, and Outlook).
  • High level of professionalism and confidentiality.
  • Fluency in English and Russian (Greek considered an advantage)
  • EU citizen

Working hours:

  • Company hours of operation 9:00am – 6:30pm.
  • Working hours:
    • 8 hours to be discussed with the candidate
    • 9:00 – 13:00 / 14:00 – 18:00
    • 9:30 – 13:30 / 14:30-18:30

Salary:

  • The company is offering a salary gross based on skills, knowledge and experience

To apply:

Please send your CV to StaffMatters at admin@smstaffmatters.com and mention that you are applying for the vacancy of Russian-speaking Office Administrator with reference number 2505.
Or you can apply directly through your candidate login by hitting the APPLY button.