CareerFinders, on behalf of our client, an international company operating in the Engineering & Construction field, we are seeking to recruit an Office Administrator to join their growing team based in Larnaca. The successful applicant will primarily be responsible for assisting and facilitating the smooth functioning of the executive team and/or department by performing various administrative tasks, coordinating schedules, managing communications, and organizing meetings. An academic background relating to Business Administration and/or Secretarial Studies will be considered an advantage and previous experience in a relevant secretarial and/or administrative role is essential. Excellent organisational and time management skills are required and excellent verbal and written communication skills in both Greek & English are a must.

Key Duties/Responsibilities:

• Manage and prioritize incoming correspondence, emails, and phone calls for executives or the department.
• Prepare and edit documents, letters, memos, reports, and presentations as required.
• Maintain accurate records, databases, and filing systems, ensuring easy retrieval of information.
• Make travel arrangements, including booking flights, accommodations, and transportation.
• Prepare expense reports and handle reimbursements.
• Coordinate and manage executives' calendars, including scheduling and organizing meetings, appointments, and conferences.
• Arrange conference calls and video conferences, ensuring all participants are informed and connected.
• Anticipate conflicts and proactively resolve scheduling issues to optimize efficiency.
• Plan, organize, and coordinate meetings, including preparing agendas, distributing materials, and taking minutes.
• Arrange meeting logistics, such as reserving meeting rooms, setting up audio-visual equipment, and catering if required.
• Assist in preparing presentation materials and ensuring all necessary documents are available.
• Draft and proofread emails, letters, and other written communications for executives or the department.
• Serve as a liaison between executives and internal/external stakeholders, maintaining professional and effective communication.
• Handle inquiries and requests, providing necessary information or redirecting them to the appropriate person.
• Maintain an organized and efficient office environment, ensuring supplies and equipment are adequately stocked.
• Coordinate and supervise administrative support staff, if applicable.
• Assist with onboarding new employees, including preparing necessary documentation and conducting orientations.

Key Skills/Experience:

• High school diploma or equivalent; additional qualifications in Business Administration and/or Secretarial Studies are advantageous.
• Proven experience as a secretary, administrative assistant, or similar role.
• Excellent organizational and time management skills.
• Proficient in using office software (e.g., word processing, spreadsheets, presentations) and other relevant tools.
• Strong verbal and written communication skills.
• Ability to multitask, prioritize work, and meet deadlines.
• Attention to detail and accuracy in all tasks.
• Discretion and ability to handle confidential information.
• Strong interpersonal skills and ability to work effectively in a team.
• Fluency in Greek & English.

To apply for this vacancy, please send your CV, along with any covering letter to jobs@careerfinders.com.cyquoting the reference number CAR6702. Please note that due to the high volumes of applications received only shortlisted applicants will be responded to. By sending us your CV you are giving CareerFinders your consent to be contacted for this and any other suitable vacancies that we believe match your skills and experience. To view our privacy policy, please click www.careerfinders.com.cy/privacy-policy.