On behalf of our client, an international investment firm with a strong presence across EMEA, we are seeking an experienced Executive Assistant / Office Coordinator to join their team in Nicosia. The organisation supports ambitious technology companies throughout their growth journey and operates within a dynamic, fast-paced and multicultural environment.
This is an excellent opportunity for a highly organised and proactive professional to provide executive support to senior stakeholders while taking ownership of day-to-day office coordination activities. The successful candidate will manage complex diaries, business travel, meetings and administrative processes for members of the Executive team, whilst also ensuring the smooth operation of the office and delivering a professional front-of-house experience.
The role offers broad exposure across a leading international investment organisation and would suit an individual who enjoys balancing executive support responsibilities with office administration, stakeholder coordination and workplace management.
MAIN DUTIES AND RESPONSIBILITIES
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Manage complex calendars and coordinate meetings for members of the Executive team across multiple time zones
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Arrange business travel, including flights, accommodation, ground transportation and travel itineraries
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Prepare meeting agendas, supporting materials and documentation for meetings as required
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Monitor and track follow-up actions arising from meetings
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Process executive expense claims accurately and within agreed deadlines
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Maintain organised administrative records, documentation and filing systems
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Coordinate document execution processes, including arranging signatures and courier services
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Liaise with internal departments including Operations, Finance and Banking teams to support day-to-day administrative requirements
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Act as the first point of contact for office visitors, ensuring a professional and welcoming reception experience
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Coordinate meeting room bookings, visitor arrangements and meeting preparations
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Oversee office administration, supplies management and general office organisation
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Support the planning and coordination of team events, lunches, meetings and internal activities
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Monitor office expenditure and maintain supporting documentation for Finance purposes
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Assist with maintaining office procedures and ensuring the efficient running of the workplace
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Build strong working relationships with internal and external stakeholders
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Provide general administrative support and undertake additional duties and projects as required
CANDIDATE PROFILE
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Previous experience in an Executive Assistant, Personal Assistant, Office Manager, Office Coordinator, Team Assistant or similar administrative position
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Proven experience supporting senior executives with complex diary management and travel coordination
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Experience organising meetings, preparing documentation and managing administrative processes
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Strong organisational and time-management skills with the ability to manage multiple priorities simultaneously
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Excellent attention to detail and a high degree of accuracy
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Proactive and solutions-oriented approach with the ability to anticipate needs and work independently
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Strong understanding of confidentiality and discretion when handling sensitive information
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Professional and confident communication skills with the ability to interact effectively at all levels
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Previous experience within a corporate, professional services, financial services, technology or international business environment will be considered an advantage
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Proficiency in Microsoft 365 and/or Google Workspace
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Excellent written and verbal communication skills in English
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Strong stakeholder-management abilities and customer-service orientation
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Ability to thrive within a fast-paced and multicultural environment
COMPANY BENEFITS
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Competitive salary package
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Annual performance-based bonus
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Hybrid working model following successful completion of probation
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Private health insurance
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Contribution towards sports and wellness activities
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Support for language learning and professional development
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Opportunity to join a dynamic and multicultural international investment environment
Due to the high volume of applications we receive at GRS Recruitment, only shortlisted candidates will be responded to.
To apply for this position, please email your CV to
Ross Pitman, ross@grsrecruitment.com quoting the above job reference or call +357 25 342 736 for further information.
