POSITION OVERVIEW

As an Executive Assistant / Office Manager will keep the office running smoothly while providing high-trust administrative support to leadership. Own day-to-day office operations (supplies, vendors, phones, invoices, facilities) and coordinate calendars, meetings and travel as needed. Work together with the Head of Administration to organize smooth communication and collaboration between our local branch and Headquarters.

Responsibilities

• Manage day-to-day office operations: supplies, vendors, facilities coordination, incoming calls, and general inquiries

• Provide executive support: calendar management, meeting coordination, travel arrangements, and follow-ups/action tracking

• Process and organize invoices, purchase orders/receipts, and office expenses; liaise with accounting as needed

• Coordinate onboarding logistics for new hires (workspace, equipment requests, access/badges, orientation scheduling)

• Maintain accurate records and files (contracts, vendor info, policies, internal documentation)

• Track and administer PTO, sick leave, and holidays; maintain the team calendar and coverage visibility

• Plan and support internal events (team meetings, offsites, visitors)

• Identify and improve admin/office workflows to increase efficiency and consistency

Requirements

• 2+ years experience in an Executive Assistant, Office Manager, or similar administrative role

• Demonstrated ability to manage complex calendars and coordinate across multiple stakeholders

• Strong organizational skills with high attention to detail and reliable follow-through

• Comfortable handling invoices/expenses and coordinating with finance/accounting processes

• Discretion and professionalism when handling sensitive information

• Clear written and verbal communication; confident answering calls and interacting with vendors/visitors

• Proficiency with common tools (Google Workspace, Calendars, Spreadsheets,  Slack/Whatsapp)

• Ability to prioritize competing requests in a fast-moving engineering environment and work independently

• Availability to be on-site

• Fluent in Greek and English (spoken and written)

Preferred Qualifications

• High emotional intelligence with strong interpersonal skills across diverse personalities and seniority levels

• Familiarity with HR/people-ops administration (onboarding workflows, PTO tracking, basic HRIS use)

• Fluency in an additional language beyond Greek and English (e.g., Italian, French, German, Spanish, Arabic, Russian)

• Positive, proactive and enthusiastic approach, that brings energy and calmness to the team

Why join?

Excellent Salary / Life & Work Balance / Continuous Education / Beautiful office with many in-office perks