Office Administrator / Secretary (VAC-A1473)

Job description

Our client working out of their Larnaca based offices and servicing the Oil and Gas industry are currently looking to recruit an Office Administrator/ Secretary who will responsible for various administrative tasks and support to the Management team

Job Summary:

The Secretary plays a crucial role in providing administrative support and maintaining efficient operations within an organization. The primary responsibility of the Secretary is to assist and facilitate the smooth functioning of the executive team or department by performing various administrative tasks, coordinating schedules, managing communications, and organizing meetings. The Secretary is expected to handle sensitive information, maintain confidentiality, and exhibit exceptional organizational and communication skills.

Job Duties

Administrative Support:

• Manage and prioritize incoming correspondence, emails, and phone calls for executives or the department.
• Prepare and edit documents, letters, memos, reports, and presentations as required.
• Maintain accurate records, databases, and filing systems, ensuring easy retrieval of information.
• Make travel arrangements, including booking flights, accommodations, and transportation.
• Prepare expense reports and handle reimbursements.

Calendar and Schedule Management:

• Coordinate and manage executives' calendars, including scheduling and organizing meetings, appointments, and conferences.
• Arrange conference calls and video conferences, ensuring all participants are informed and connected.
• Anticipate conflicts and proactively resolve scheduling issues to optimize efficiency.

Meeting and Event Coordination:

• Plan, organize, and coordinate meetings, including preparing agendas, distributing materials, and taking minutes.
• Arrange meeting logistics, such as reserving meeting rooms, setting up audio-visual equipment, and catering if required.
• Assist in preparing presentation materials and ensuring all necessary documents are available.

Communication and Correspondence:

• Draft and proofread emails, letters, and other written communications for executives or the department.
• Serve as a liaison between executives and internal/external stakeholders, maintaining professional and effective communication.
• Handle inquiries and requests, providing necessary information or redirecting them to the appropriate person.

Information Management:

• Manage confidential and sensitive information with discretion and maintain high levels of confidentiality.
• Conduct research, gather data, and compile reports or presentations as needed.
• Stay updated on industry trends, organizational policies, and procedures to provide accurate information.

Office Organization and Support:

• Maintain an organized and efficient office environment, ensuring supplies and equipment are adequately stocked.
• Coordinate and supervise administrative support staff, if applicable.
• Assist with onboarding new employees, including preparing necessary documentation and conducting orientations.

Job Requirements

• High school diploma or equivalent; additional qualifications in office administration or related fields are a plus.
• Proven experience as a secretary, administrative assistant, or similar role.
• Excellent organizational and time management skills.
• Proficient in using office software (e.g., word processing, spreadsheets, presentations) and other relevant tools.
• Strong verbal and written communication skills.
• Ability to multitask, prioritize work, and meet deadlines.
• Attention to detail and accuracy in all tasks.
• Discretion and ability to handle confidential information.
• Strong interpersonal skills and ability to work effectively in a team.
• Languages: excellent verbal and written communication skills in both Greek & English are a must

Job Benefits

The client is offering a salary of 1300 Euros gross monthly

TO APPLY for this job opportunity, send your CV (in English please) and include the reference: Office Administrator / Secretary - VAC-A1473. We look forward to hearing from you!