Executive Assistant

About Us

With a leading presence in the Greek business ecosystem for over a century, we are the exclusive distributors of a very broad range of automotive and machinery products of world-renowned brands. Acting always with integrity respecting our Group’s heritage, we only make promises that can be kept and we deliver them. We turn our visions into reality setting as our main priority the betterment of our customers’ daily lives. We pledge to create solutions by offering personalized experiences whilst we are committed to operating in a sustainable way.

About the Role

As the Executive Assistant to the President, you will provide high-level administrative support and ensure the efficient operation of the executive office. This role requires exceptional organizational skills, proactive communication, and a strong ability to manage diverse responsibilities, ensuring the smooth execution of tasks related to the President’s daily activities and long-term goals.

Your Main Responsibilities:

Calendar and Schedule Management:

• Organize, maintain, and update the President’s daily schedule and calendar, ensuring all meetings, appointments, and events are properly coordinated.
• Handle incoming and outgoing calls and emails, schedule appointments, and manage meeting rooms.
• Welcome visitors, ensuring meetings are properly arranged and materials are prepared in advance.

Administrative Support:

• Handle all electronic correspondence with internal and external stakeholders and manage couriers for domestic and international deliveries.
• Maintain physical and electronic filing systems to ensure the efficient retrieval of documents and records.
• Manage the Executive Office’s petty cash fund and record expenses on the company’s online platform, processing invoices and receipts as necessary.
• Facilitate communication between departments/divisions to complete tasks assigned by the President.

Meeting Preparation and Coordination:

• Organize and prepare Board of Directors meetings, including drafting agendas, gathering necessary documentation, and distributing materials.
• Manage office supplies, ensure the smooth functioning of the office, and coordinate logistics for meetings and events.
• Prepare executive summaries, reports, and presentations, and ensure these are updated and aligned with the President’s requirements.
• Take and maintain accurate minutes of Board meetings, as well as ensure follow-up on action items.

• Assist in the participation of Board members from abroad by coordinating travel and logistics.

Document Preparation:

• Draft, edit, and translate documents and presentations from Greek to English and vice versa, ensuring high standards of professionalism and accuracy.
• Maintain subscriptions to relevant print and electronic media for informational and research purposes

Project Management:

• Support the President in various tasks related to participation in associations, chambers of commerce, and other organizations.
• Prepare materials and presentations for meetings and provide necessary research and data for decision-making.
• Assist with ad-hoc projects assigned by the President, ensuring timely and efficient execution.

Travel and Event Management:

• Organize domestic and international travel for the President and Board members, including booking flights, accommodation, local transportation, and other bookings as necessary.

Relationship Management:

• Maintain positive relationships with Board members, partners, clients, and other stakeholders.
• Serve as the President’s liaison for internal departments, ensuring smooth communication and task completion.

Operations and Miscellaneous:

• Manage office supplies, ensure the smooth functioning of the office, and coordinate logistics for meetings and events.

What do you offer:

• Bachelor’s degree in business administration or related field.
• Proven experience as an Executive Assistant, Personal Assistant, or similar role, ideally supporting C-suite executives.
• Excellent written and verbal communication skills in both Greek and English.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and digital tools for scheduling, communication, and project management.
• Strong organizational skills, with an ability to multitask and prioritize tasks in a fast-paced environment.
• Discretion and confidentiality are critical, along with a proactive approach to problem-solving.

What do we offer

•  Competitive compensation package (Salary, performance-based Yearly Bonus, and non-monetary Benefits and Perks).
• Life & Medical Insurance.
• Strong training, career development prospects, and growth.
• Modern, human-centric, and friendly working environment.

All applications will be treated with strict confidentiality