Περιγραφή εργασίας

Summary

For a client in Nicosia, we are looking for an Office Manager/Executive Assistant.

This is a dual role. On one side, you will keep the office running smoothly day to day from the front desk, to suppliers, records, and internal administration. On the other, you will work closely with the CEO, providing trusted administrative support and sensitive matters with complete discretion.

Key Responsibilities

1. Office Administration

• Act as the first point of contact for the company: answering and managing calls, managing the main email inbox and correspondence, and welcoming clients, partners, suppliers, and visitors
• Maintain company procedures, processes, templates, forms, and standard documents, keeping them current and accessible and communicating relevant updates to employees
• Provide information to employees, for example in relation to the Provident Fund and Medical Fund
• Help ensure adherence to policies and procedures, e.g. timesheet logging, sick leave procedures etc.
• Manage filing systems (manual and electronic) and keep company records accurate, complete, and well organised
• Act as ISO Administrator, ensuring adherence to procedures and maintaining relevant documentation and evidence
• Support the administrative side of employee onboarding/offboarding: preparing documentation, setting up records, and coordinating induction logistics

2. Office Management

• Take full ownership of keeping the office tidy, presentable, fully stocked, and running smoothly at all times
• Manage office, kitchen, stationery, cleaning, and hygiene supplies
• Coordinate with office cleaning services and oversee standards of cleanliness and hygiene
• Handle premises matters by liaising with the building owner. Liaise with suppliers and obtain quotations, maintain the supplier database and supplier agreements
• Coordinate Health & Safety compliance

3. Accounting Administration

• Prepare and issue client invoices, receipts and follow up on outstanding payments
• Register incoming supplier invoices and prepare supplier payments via online banking for review and approval
• Keep relevant records and folders up to date for the accountant
• Manage petty cash, including regular reconciliation
• Handle administration when needed with government departments, Social Insurance, Inland Revenue, and the Human Resource Development Authority (HRDA/AnAD)

4. Events & Culture

• Plan, organise, and execute company events, celebrations, and employee gifts, working closely with HR and with the CEO's approval
• Support employee wellbeing initiatives, such as the weekly fruit box and mindfulness sessions
• Coordinate external-facing activities such as career fairs and client or partner events

5. Executive Assistance to the CEO

• Support the CEO with day-to-day administrative tasks, follow-ups, and confidential matters
• Manage the CEO’s calendar and meeting arrangements, and book travel, accommodation, and other logistics

What We're Looking For

• Proven experience in office administration, office management, or a similar all-round administrative role
• Some hands-on experience with accounting administration; invoicing, payments, and familiarity with accounting tools or equivalent systems
• Excellent command of both English and Greek (written and oral)
• Excellent organisational skills, strong attention to detail, and the ability to manage multiple priorities calmly and reliably
• High level of discretion, integrity, and reliability; comfortable handling confidential and sensitive information
• Good working knowledge of MS Office (Word, Excel, Outlook) and general office tools

The following will be considered an advantage:

• Studies or experience in Business Administration or equivalent
• Familiarity with Cyprus government and administrative processes (Social Insurance, Inland Revenue, HRDA/AnAD, ERGANI)
• Previous experience supporting senior management as an Executive or Personal Assistant
• Experience with ISO documentation or quality management systems
• Experience managing projects or events

Your Profile

• Extremely organised, with a sharp and practical mind 
• Takes initiative, spots what needs doing before being asked, and follows through
• Genuinely cares about the quality of your work and takes pride in a well-run office
• Warm, pleasant, and professional with employees, guests, suppliers, and everyone in between
• Trustworthy and discreet, with sound judgement when handling sensitive matters
• Strong teamwork and cooperative spirit

Πώς να υποβάλετε αίτηση

If this role interests you, send your CV to sophia@smo.careers or apply through the below link:

https://smo.careers/jobs/recIkmhAk5IzKyIZK

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