Part time Executive/Office Assistant

StaffMatters Recruitment

Our client an International Single Family Office based in Limassol that are part of a large financial investment group are looking to hire a part time Executive/Office Assistant for their office here in Cyprus. 

Reporting to the Cyprus based Director, the primary responsibility for the position will be to assist the team and all visitors to the Company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace. 

The main duties : 

Act as the point of contact among executives, employees, clients and other external partners 

Provide general administrative support 

Organize and schedule meetings and appointments 

Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations 

Organize office operations and procedures 

Organize the office layout and order stationery and equipment 

Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time 

Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements) 

Coordinate with IT department on all office equipment 

Using various software, including word processing, spreadsheets, databases, and presentation software 

Provide general support to visitors and act as their host 

Handling incoming calls and other communications 

Maintain polite and professional communication via phone, e-mail, and mail 

Organize and maintain the office filing system 

Manage internal staff relations 

Ensure security, integrity and confidentiality of data 

Maintain a safe and secure working environment 

Maintain the office condition and arrange necessary repairs 

Assist in the onboarding process for new hires 

Coordinating events as necessary 

The ideal candidate will have/be: 

Excellent communication skills and an upbeat attitude. 

Comfortable with computers and have a detailed understanding of the full Microsoft Office suite, excel at both verbal and written communication, should be well-organized, and be able to act without guidance. Most importantly, candidates should have a genuine desire to meet the needs of others. 

High School degree; additional qualification as an Administrative assistant or Secretary will be a plus 

Warm personality with strong communication skills 

Proven office management, administrative or assistant experience 

Strong organizational, planning and time management skills 

Excellent written and verbal communication skills 

Attention to detail and problem solving skills 

Knowledge of human resources management practices and procedures will be a plus 

Computer skills and knowledge of office software packages (Word, Excel and Outlook, in particular) 

Hands on experience with office machines (e.g. fax machines and printers) 

Supplier Management 

Discretion and confidentiality 

Desire to be proactive and create a positive experience for others 

Ability to work well under limited supervision. 

This position is a permanent part time position working 5 days per week for a limited number of hours per day. 

The company is offering a competitive salary based on experience plus company benefits.

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