В корпоративный офис ищем Офис админа/Персонального ассистента

Job Description:
The Office Administrator & Executive Personal Assistant will be responsible for a wide range of administrative and executive support tasks. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities efficiently. This role requires a high level of professionalism and discretion, as you will be working closely with the CEO and team.
Office Administrator Key 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.
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.
• 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.
• 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
• Household Management: Coordinate household services as needed.
Requirements and skills
• 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.
• Knowledge of English and Russian (Greek and Hebrew are considered an advantage)