Russian-speaking Office Administrator (VAC-A2505)

Job description

Our client is a small Corporate Services Provider in Limassol. They are now looking to employ a highly organized and proactive Russian-speaking Office Administrator & Executive Personal Assistant to support our CEO and ensure the smooth operation of our office.

Job Duties

Administrative Support:

• Oversee and support all administrative duties in the office to ensure that the office operates smoothly.
  
• Manage the reception area, including welcoming clients and guests.
  
• Manage phone calls and correspondence (e-mail, letters, packages, etc.).
  
• Scan, photocopy, and file documents, and upload documents to the server.
  
• Arrange Zoom/Teams meetings.
  
• Prepare presentations based on materials provided.
  
• Unofficially translate emails from English to Russian/Russian to English.
  
• Assist colleagues whenever necessary
  

Ad Hoc Tasks:

• Handle any other duties and special projects as assigned by management.
  
• Office Management:
  
• Manage office and kitchen supplies inventory and place orders as necessary.
  
• Maintain proper order in the office and arrange necessary upkeep/repairs.
  
• Oversee maintenance, repairs, and upkeep of the office environment.
  
• Visit government offices as required.
  
• Ensure office policies and procedures are followed and updated as needed.
  

Vendor and Relationship Management:

• Manage relationships with vendors, service providers and landlords, ensuring all items are invoiced and paid on time.
  
• Communicate with Gov’t Utility offices, Cyta, Cablenet, and other providers regarding all services provided in case of any disruptions or any additional services required.
  

Event Planning:

• Plan and organize office events, meetings, conferences, and team-building activities.
  
• Human Resources Support:
  
• Assist in recruiting new staff.
  
• Assist in the onboarding process for new hires, including preparing workstations and orientation materials.
  
• Maintain and update holiday/sick leave tables.
  

IT Coordination:

• Coordinate with the IT department on all office equipment and technology needs.
  
• Continuous Improvement:
  
• Identify and implement improvements to office processes and procedures.
  
• Stay updated on industry trends and best practices in office administration and executive support.
  

Executive Assistant to the CEO Key Responsibilities:

• Calendar Management: Maintain and manage the CEO's calendar, schedule appointments, and organize meetings.
  
• Email Management: Monitor, prioritize, and respond to emails on behalf of the CEO, ensuring timely and appropriate communication.
  
• Correspondence: Draft, edit, and proofread correspondence, reports, presentations, and other documents.
  
• Meeting Preparation: Prepare agendas, briefings, and meeting materials; take minutes and follow up on action items.
  
• Task Management: Manage and track tasks and projects, ensuring deadlines are met and priorities are handled.
  
• Travel Arrangements: Plan and coordinate detailed travel itineraries, including flights, accommodations, transportation, and meeting itineraries, and agendas for the CEO.
  
• Travel Documentation: Compile and organize travel-related documents, including tickets, visas, and itineraries.
  
• Expense Management: Manage travel expenses, process reimbursements, and maintain records of travel, corporate and personal expenditure.
  
• Confidentiality: Handle sensitive information with the utmost discretion and confidentiality.
  

Gatekeeping: Serve as a primary point of contact, screening and directing phone calls, visitors, and correspondence.

Personal Assistance: Assist with personal tasks and errands as needed, including managing personal appointments and household affairs, assist with scheduling and coordinating personal activities and events

Event Planning: Organize personal events, celebrations, and social gatherings

Household Management: Coordinate household services as needed.

Job Requirements

• Proven experience as an Office Administrator, Office Manager, Executive Assistant or in a similar administrative role.
  
• Excellent written and verbal communication skills.
  
• Outstanding interpersonal abilities
  
• Ability to work independently and as part of a team.
  
• Strong organizational and multitasking abilities.
  
• Proficiency in MS Office (Word, Excel, PowerPoint, and Outlook).
  
• High level of professionalism and confidentiality.
  
• Fluency in English and Russian (Greek considered an advantage)
  
• EU citizen
  

Working hours:

Company hours of operation 9:00am – 6:30pm.

8 hours to be discussed with the candidate

9:00 – 13:00 / 14:00 – 18:00

9:30 – 13:30 / 14:30-18:30

Job Benefits

The company is offering a salary gross based on skills, knowledge and experience

TO APPLY for this job opportunity, send your CV (in English please) and include the reference: Russian-speaking Office Administrator - VAC-A2505. We look forward to hearing from you!