Personal Assistant to CEO
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#DW31745 Type: Full time
PERSONAL ASSISTANT POSITION OVERVIEW The Personal Assistant offer full administrative support to the CEO and manage the office environment.
English, Russian and Greek is a MUST.
REPORTS TO The Personal Assistant reports to the CEO and Human Resources Manager. RESPONSIBILITIES AND DUTIES The Personal Assistant responsibilities:
• Manage, coordinate and maintain calendar of CEO including appointments, meetings and travel. Responsible for organizing of internal and external meetings on behalf of the CEO ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas. • Provide executive and administrative support to CEO. • Responsible for organizing CEO travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses. • Monitor and respond to incoming communications (including complaints) to CEO’s office including phone calls, visitors. • Secretarial support for meetings as and when required by the CEO, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting. • Drafting and writing high quality reports and presentations, as required by the CEO.
Responsibilities – Office Manager:
• Work closely with HR Manager and Central Office staff to ensure that office policies and procedures are adhered to. • Responsible for Induction of new Central Office employees; ensuring IT access and equipment is ready, arranging car park passes for Senior staff, and inducting new staff in Pangea Company policies. • Managing the Central Office health, safety and security: ensuring first aid kit is fulfilled, provides employees with office keys, cooperates with Security providing company. • Manage the office environment and overseeing general maintenance of the office; • Manage applicable Central Office Budget lines, including office expenses, supplies, stationery, and entertainment. • Responsible for management of Central Office petty cash
• Ensuring office lease agreements are in place and renewed, and payment raised in a timely manner
Responsibilities – Bookkeeper.
• Purchase supplies and equipment as authorized by management • Monitor office supply levels and reorder as necessary • Tag and monitor fixed assets • Pay Supplier/Vendors invoices in a timely manner • Pay any debt as it comes due for payment • Monitor debt levels and compliance with debt covenants • Issue invoices to customers • Ensure that receivables are collected promptly • Record cash receipts and make bank deposits • Conduct a monthly reconciliation of every bank account • Conduct periodic reconciliations of all accounts to ensure their accuracy • Maintain the petty cash fund • Issue financial statements • Provide information to the external accountant who creates the company’s financial statements • Assemble information for external auditors for the annual audit • Calculate and issue financial analysis of the financial statements • Maintain an orderly accounting filing system
University Degree or Diploma in Administration, Bookkeeping or related field (Mandatory)
2 years of proven experience on the Personal Assistant position (Mandatory)
1 year proven bookkeeping experience (Advantage)
Tech-savvy with excellent knowledge of MS Office tools (Mandatory)
Excellent English written and verbal communication skills (Mandatory)
Knowledge of CAT tools (MemoQ, Trados, SDL, WordBee, WordFast, XTM) (Mandatory)
Good command of additional languages (Mandatory)
Strong problem-solving and analytical skills (Mandatory)
Detail orientation with the ability to multitask (Mandatory)
Independence in carrying out assigned tasks (Mandatory)
Team player (Mandatory)
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