Office Manager/Personal Assistant Wanted

A well-known commercial marine claims consultancy is looking to recruit a full-time permanent Personal Assistant/Office Manager for their Piraeus office. This is an office-based position that would suit an experienced Administrator eager to support a small, busy, and informal team who provide a personal and pragmatic claims correspondency service to clients throughout Greece and its environs.

This role has three main elements, the principal tasks for which are as follows.

a) To undertake the general management of the office liaising with private and public persons (e.g. landlord, cleaning and maintenance contractors, etc.) to ensure that the office is kept orderly and runs smoothly.

b) To ensure the accurate and timely completion of office filing, including orderly document management of both electronic and paper files.

c) General administration and regular updating of IT systems.

d) Management of the office contacts system and library.

e) Liaison with IT consultant to resolve any technical/IT issues quickly and to assist with the creation of a personalized company database.

f) Management of supplies and office stock (e.g. stationery, groceries, cleaning supplies, etc.).

g) To manage the office, occasionally alone handling queries and acting as a key point of contact.

a) To administer petty cash; payments to suppliers, sub-contractors, etc.

b)  Banking; to include payments, deposits, and withdrawals.

c) To support the Managing Director with other financial administration as required.

3. Personal Assistant to Managing Director

a) To assist the Managing Director with both their personal and business administration as required.
b) Arrange and coordinate travel and reservations for the Managing Director.
c) Support the Managing Director in organizing corporate events.
d) Data entry.
e) Undertake personal errands as required.
f) Provide telephone support to the Managing Director and Claims team.

Note: The tasks listed are representative, but not exhaustive. It is anticipated that there will be some role fluidity to meet the demands of the business. It is not anticipated that assistance will be required outside office hours.

The successful candidate should be able to demonstrate the following.

Experience

a) Excellent English and Greek language and communication skills, both verbal and written.
b) Strong evidence of organizational skills and the ability to work on several projects simultaneously with the necessary attention to detail.
c) Strong administration and IT skills across a variety of common platforms but mainly Microsoft Office with an emphasis on Excel and data entry.

Behaviors

a) The ability to work autonomously and take initiative within pre-defined levels whilst taking instruction where appropriate.
b) A flexible, mature, and resilient approach to work.
c) Strong attention to detail.
d) Creative problem-solving skills with the imagination and confidence to try new and alternative approaches.
e) The ability to prioritize (and re-prioritize as necessary) within a range of tasks.
f) A calm and sensitive approach in urgent situations.
g) A positive attitude, sense of humor with empathy.