Job Description

The Cyprus Marine and Maritime Institute (CMMI) is a Centre of Excellence for marine and maritime research, innovation and technology development and has received funding from the European Union’s Horizon 2020 research and innovation programme and matching funding from the Government of the Republic of Cyprus. The CMMI pulls together expertise from local universities, industry and international partners.

Role Summary

The Executive Assistant provides high-level strategic and administrative support to the Chief Executive Officer (CEO) and the Executive Team, ensuring the smooth and efficient operation of the Executive Office. The role involves managing complex schedules, coordinating communications, preparing documentation, handling confidential information, and liaising with senior internal and external stakeholders. The Executive Assistant acts as a key point of contact for the CEO, enabling effective decision-making, facilitating strategic initiatives, and ensuring organisational alignment and coordination across departments.

Responsibility and Authority 

Executive Support: 

• Provides complex administrative support to a broad variety of tasks for the CMMI CEO including, managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. 

• Plans, coordinates and ensures the CMMI CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time. 

• Communicates directly, and on behalf of the CEO, with Advanced Partners, Board Members, Affiliates, and others, on matters related to CEO's initiatives. 

• Performs a variety of professional and administrative duties that facilitate the day-to-day operations of the Institute. 

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CMMI CEO, including those of a sensitive or confidential nature. Determines appropriate course of action. 

• Provides a bridge for smooth communication between the CMMI CEO and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. 

• Works closely and effectively with the CMMI CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CMMI CEO updated. 

• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CMMI CEO, some of which may have organizational impact. 

• Provides a high level of support with highly confidential materials. 

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CMMI CEO's ability to effectively lead the company. 

• Prioritises conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 

 Senior Management support and Liaison: 

• Serves as the CMMI CEO’s administrative liaison to the Board of Directors 

• Fosters excellent working relationships with senior leadership and colleagues throughout the Institute and with interested third parties.  

• Maintains discretion and confidentiality in relationships with all board members. 

• Assists senior management with travel arrangements, lodging, and meal planning if requested. 

• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format. 

• Participates if requested as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings. 

• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings. 

• Provides day-to-day logistical and operational support to Senior Executives 

• Facilitates cross-divisional coordination of travel and outreach plans 

 Communications, Partnerships and Outreach: 

• Ensures that the CMMI CEO’s CV and contacts are kept updated and responds to requests for materials regarding the CEO and the organisation in general. 

• Edits and completes first drafts for written communications to external stake holders 

• Perform clerical functions - draft and type meeting recaps and miscellaneous correspondence 

• Prepares regular reports and summaries. 

• Assists the CMMI CEO in onboarding details for direct reports 

• Always provides professional phone coverage; screens all call and determines through independent judgment those which require immediate attention. 

• Collaborates on projects by conducting research, writing and fact-checking 

• Schedules conference rooms, meetings and video chats 

• Prepare information packages for meetings and presentations 

• Use teamwork to do the job better, faster, smarter 

• Owns calendar management to ensure days flow smoothly and prioritize the right meetings 

• Assists with on-boarding new employees  

• Maintains and grow relationships with outside vendors and contractors 

• Manages purchase orders and vendor contracts 

• Makes an inventory of the office supplies, then devise a more efficient way to keep things in stock 

• Prepares, submit and approve expense reports on behalf of the CMMI CEO. 

• Monitors payments, when authorized, bills, invoices or other expenses associated with executive or office business activities 

• Collaborates with other members of the executive office staff to evaluate office operations and potential enhancements 

• Develops and maintains a project and activity system to ensure that all deadlines and obligations are met as scheduled 

• Ensures that the executive office business activities continue when management is out of the office 

• Maintains up-to-date and accurate filing system 

• Plans events like team-building activities and office parties  

• Maintains the confidentiality of all information received, or within the scope of the position or, as assigned, office budget or account activity 

• Provides management to staff, and leadership to the organization, that aligns with the CMMI’s business plan and overall strategic vision 

• Executes any other job task is required to do 

 Personal Skills and Characteristics 

• Strong organisational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, advanced partners and affiliates.
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Ability to multi-task and prioritise deadlines/deliverables
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions
• A calm head and steady hand to deal with the unexpected
• Strong work ethics 
• Confidence to learn new software programs
• Desire to truly be helpful to your leaders and co-workers, to go the extra mile without being asked, to build solid inter and intra-team relationships
• A positive outlook and a can-do attitude 

 Education and Experience Requirements 

• Bachelor’s degree in Business Administration or HR or Law or equivalent 

• At least 1 year or more in an administrative role, preferably with a background & passion for the marine/maritime field 

• Strong proficiency with computers, phones and office equipment 

• Mastery of Microsoft office suite and working in a windows environment 

• Sharp written and verbal communication skills in Greek and English, including clean grammar 

• Calendar management 

• Cypriot or EU citizen or must have a Work Permit to work in Cyprus 

• Cypriot or EU driving license 

• Willingness to travel and work overtime, and on weekends with short notice 

 Benefits:

• Competitive salary based on experience and qualifications

• 13th Salary

• Pension Plan

• Flexible Working Hours

• Hybrid Working Model

• “Dress for your Day”

• 21 days of Annual Leave

• Offering additional days off

• Extensive learning opportunities

• Purpose-driven organisation

• A culture of belonging where everyone feels seen, heard, valued for who they are and empowered to succeed

How to Apply:

Interested candidates are invited to submit their application by the 22nd of November 2025, by applying at CMMI-Vacancies by sending a detailed CV.

For further information, don't hesitate to get in touch with us at +357 24506122.

CMMI is an equal-opportunity employer committed to diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, colour, religion, or sex including sexual orientation and gender identity, national origin, disability, or any other characteristic.

All applications will be treated in strict confidence. We welcome applications from all qualified individuals. All applications will be treated with the utmost confidentiality. Only shortlisted candidates will be notified.

Please refer to our privacy notice in Privacy Notice Potential Employees.

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Cyprus Marine and Maritime Institute (CMMI)