Executive Assistant (PA)
TPL IKE, Greece
Job Description
We are seeking a highly organized and proactive individual to serve as a Personal Assistant to the CEO. The successful candidate will play a crucial role in supporting the CEO in various administrative and organizational tasks. This position requires a high level of discretion, attention to detail, and the ability to handle a wide range of responsibilities. The ideal candidate will be resourceful, self-motivated, and capable of managing multiple tasks simultaneously.
1) Task Follow-ups:
- Efficiently manage the CEO's daily schedule, ensuring all tasks and deadlines are met.
- Prioritize and follow up on action items, ensuring timely completion.
- Act as a liaison between the CEO and other team members, ensuring effective communication and task execution.
2) EU Programs:
- Stay informed about relevant EU programs, initiatives, and updates that may impact the organization or the CEO's responsibilities.
- Assist in researching and compiling information related to EU programs, providing summaries and recommendations as needed.
- Coordinate the CEO's participation in EU-related events, meetings, and conferences.
3) Organizing and managing appointments.
- Coordinating meetings and events.
- Reminding the individual of upcoming commitments.
4) Email and Communication:
- Managing email correspondence.
- Drafting and responding to emails on behalf of the individual.
- Screening and prioritizing communication.
5) Travel Planning:
- Making travel arrangements (flights, hotels, transportation).
- Creating itineraries for business trips or vacations.
6) Administrative Support:
- Handling paperwork and document organization.
- Data entry and record-keeping.
- Managing files and documents.
7) Research:
- Conducting research on various topics.
- Compiling information for decision-making.
8) Personal Errands:
- Running errands such as grocery shopping, dry cleaning, etc.
- Coordinating household tasks.
9) Office Supplies Management:
- Proactively manage office supplies, ensuring the office is well-stocked with necessary materials.
- Work closely with vendors to order office supplies and equipment as required.
- Maintain an organized inventory system and track expenses related to office supplies.
10) Meeting Preparation:
- Prepare and distribute meeting agendas, documents, and relevant materials in advance.
- Coordinate logistics for meetings, including scheduling, room setup, and catering arrangements.
- Attend meetings as required, take accurate minutes, and follow up on action items.
11) Professional Support:
- Assisting with work-related tasks and projects.
- Preparing presentations or reports
It's important to note that the role of a personal assistant can be highly dynamic and tailored to the specific needs of the individual they are assisting. Flexibility, discretion, and strong organizational skills are typically key attributes for a successful personal assistant.
Requirements
Qualifications:
- Proven experience as an executive assistant or personal assistant to top-level management.
- Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
- Excellent communication and interpersonal skills, with a high level of professionalism.
- Discretion and the ability to handle confidential information with sensitivity.
Education and Experience:
- Bachelor's degree in business administration, management, or a related field is preferred.
- Previous experience in a similar role supporting high-level executives.
- Knowledge of EU programs and policies is an advantage.
This is an excellent opportunity for a dynamic individual to contribute to the success of our organization by providing essential support to the CEO. If you are an organized and detail-oriented professional with the ability to thrive in a fast-paced environment, we encourage you to apply.