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.
