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Position Details
Reference No.
Executive/Office Assistant VAC-18087T
Employment Type
Full Time
Available Positions
Posted On:
Contact Details
StaffMatters Recruitment Specialists on behalf of a client
Contact Person
Job Description

Our client an International Single Family Office based in Limassol that are part of a large financial investment group are looking to hire an Executive/Office Assistant for their office here in Cyprus.

Reporting to the Cyprus based Director, the primary responsibility for the position will be to assist the team and all visitors to the Company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace.

The main duties :
Act as the point of contact among executives, employees, clients and other external partners
Provide general administrative support
Organize and schedule meetings and appointments
Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations
Organize office operations and procedures
Organize the office layout and order stationery and equipment
Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
Coordinate with IT department on all office equipment
Using various software, including word processing, spreadsheets, databases, and presentation software
Provide general support to visitors and act as their host
Handling incoming calls and other communications
Maintain polite and professional communication via phone, e-mail, and mail
Organize and maintain the office filing system
Manage internal staff relations
Ensure security, integrity and confidentiality of data
Maintain a safe and secure working environment
Maintain the office condition and arrange necessary repairs
Assist in the onboarding process for new hires
Coordinating events as necessary

The ideal candidate will have/be:
Excellent communication skills and an upbeat attitude.
Comfortable with computers and have a detailed understanding of the full Microsoft Office suite, excel at both verbal and written communication, should be well-organized, and be able to act without guidance. Most importantly, candidates should have a genuine desire to meet the needs of others.
High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
Warm personality with strong communication skills
Proven office management, administrative or assistant experience
Strong organizational, planning and time management skills
Excellent written and verbal communication skills
Attention to detail and problem solving skills
Knowledge of human resources management practices and procedures will be a plus
Computer skills and knowledge of office software packages (Word, Excel and Outlook, in particular)
Hands on experience with office machines (e.g. fax machines and printers)
Supplier Management
Discretion and confidentiality
Desire to be proactive and create a positive experience for others
Ability to work well under limited supervision.

The company is offering a competitive salary based on experience plus company benefits.

To apply for this vacancy please send your CV to: admin@smstaffmatters.com with subject:Executive/Office Assistant VAC-18087T