Job Description

Scope of duties

The role of the PA to the Deputy CEO, is to support the Group’s DCEO with a variety of responsible and confidential secretarial, and administrative duties, to implement and maintain procedures/administrative systems, to implement Group’s Management System and make suggestions for improvements.

Responsibilities

Management of DCEO’s Office

-  Develops and maintains the DCEO’s office files manually and electronically.

- Ensures that all documents/forms/reports that require approval are processed and signed in a timely manner.

-  Reminds the DCEO of important tasks and deadlines.

-  Prepares and reviews with the DCEO an agenda with all on-going matters, on a daily basis.

-  Responsible for the co-ordination and the collection of all required data/reports from Dept. Managers and/or Associates for the preparation and review of the daily agenda.

-  Maintains important and confidential business agreements & contracts.

-  Formats information for internal and external communication on behalf of the DCEO – memos, emails, presentations, correspondence, reports, invitations, and thank you notes. 

-  Screens all phone calls, enquiries and requests addressed to the DCEO, and handles them, accordingly, liaising with clients, suppliers and other employees.

-  Meets and greets senior visitors and acts as the point of contact amongst the DCEO and other executives, employees, clients and other external associates.

-  Manages information flow in a timely and accurate manner.

Projects

-  Participates in ad-hoc, specific projects and research on behalf of the DCEO.

-  Registers and maintains files for new projects.

-  Acts as the coordinator between the DCEO and the Project Associates.

Diary and Meeting Organization

- Manages DCEO’s schedule and sets up meetings.

- Prepares all meeting arrangements and ensures the DCEO is well prepared for the meetings.

- When required, attends and takes minutes and records of important meetings.

- Attends meetings with Managers and/or other associates as required.

Travel Coordination

- Plans and coordinates domestic and international travel for the DCEO, as necessary.

- Books and arranges visas and travel, transport and accommodation, and if required, travels with the DCEO to take notes at meetings or to provide general assistance during presentations

Required Qualifications / Competencies

- Higher education and previous related work experience

- Integrity, confidentiality, discretion and high standards of professionalism and work ethics

- Initiative, commitment, self- motivation and co-operation

- Computer literate and excellent command of the Greek and English languages both written and spoken; additional language skills would be advantageous.

- Ability to manage own workload and to meet strict deadlines

- High level of verbal and written communication skills, time management, and organizational skills

- Proactive and able to anticipate issues that may arise ahead

- Able to discern urgent matters and priorities tasks in DCEO’s schedule

Benefits

• 13th Salary
• Provident Fund
• Private Medical Insurance
• Monthly Nursery Care Allowance
• Annual Paid Study Leave
• Lunch
• Parking

Why Join Us?

We offer an engaging, professional environment where every contribution is valued, and your skills are applied in ways that make a meaningful impact. If you're seeking to grow within a company that places people at the center of its values, we welcome your application.

All applications will be treated with strict confidentiality.  Applicants must be able to reside & work within EU.

How to Apply

If you wish to apply for this position, kindly apply by using the following link:

https://onlinerecruitment.exelsyslive.com/?c=88E061A5-B0D5-40DF-A022-0FD82626C0CE&v=20260013

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About Company

Island Oil (Holdings) LTD

Island Oil Holdings is a diversified group of companies that primarily deals with the supply and trading of marine fuels. Founded in 1992, Island Oil has been embraced by the industry and is entrusted by blue chip clients from local and international shipping markets, having built a strong reputation as a reliable partner-supplier.

The group has physical supply stations in Cyprus, Romania, and Israel, along with trading desks in Piraeus, Singapore, London, Hong Kong, Seoul and Dubai.

Additional services include the trading of marine spare parts, the provision of ship-agency services, and the supply of fuels for the onshore Cyprus market. The group also has an in-house ship management company, a fully owned subsidiary which manages the vessels operated for physical bunkering.

Today, Island Oil is a respected supplier in the global bunker market. This has been achieved through a genuine client-oriented approach, strong financial management, controlled growth, and a highly skilled and trained team of professionals.

Island Oil is a member of IBIA, BIMCO, CYMEPA, CSC, and CMC.