A large global Law firm with offices in UK, USA and Asia are starting their office in Cyprus and are working with GRS to recruit an Office Manager/Executive Assistant to join them in Limassol. The successful candidate will have a minimum of 5 years in a top law firm, family office or holding company in a similar position and be multi-lingual in Greek, Russian and English. If you have the necessary skills and experience, we look forward to receiving your CV for this Limassol based Office Manager/Executive Assistant role.
MAIN DUTIES AND RESPONSIBILITIES
Pre-Office Opening in collaboration with the cross-functional office opening team
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Liaise with local appointed Counsel and/or Consultants in addition to in-house team in the collating, preparation, and submission of required legal and registration documentation with the relevant government authorities.
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As required, coordination of notarizations, certifications, apostilles, attestations, translations, and other processes which involve vendors and third parties, including assistance in the setup of local bank accounts, as directed by our Finance Team.
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Working with Partners and Business Professional to provide guidance on local best practices to obtain immigration and visas, as required, owning the process as necessary.
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In conjunction with the Global Procurement Manager, establish a key vendor list for the office and negotiate appropriate contracts.
Office Management
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Provide front of house support, to include meeting and greeting all clients in a professional and courteous manner, management of all incoming calls, organizing conference room booking requests, catering and IT requirements. In addition to preparation and break down pre- and post-use of all conference rooms.
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Make all arrangements for visiting staff including access to office, prior identification of workspace, access to phones and any IT requirements.
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Ensure office supplies are sufficiently stocked and replenished within defined budget guidelines.
Executive Assistant Support
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Extensive management diary (via Outlook) including scheduling all meetings, engagements, video and phone conference calls, travel, board meetings, conferences.
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Manage client communications as requested (e.g., understanding preferences of the individuals you support with regards to answering the phone/taking messages/using voice mail, responding to e-mail, processing postal mail, setting up video conferences, etc.).
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Take ownership of ensuring their respective Partner/ Attorney time is recorded diligently and accurately and work with the relevant teams to ensure the same.
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Provide support to Partner / Attorney to fulfil key firm requirements such as client invoicing by working in conjunction with billing to ensure invoicing deadlines are met.
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Managing the flow of meeting invitations, prioritising and managing frequent changes, ensuring
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Provide Executive Assistant cover to Partners/Attorneys and key personnel across the business as requested.
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Perform other related tasks as deemed necessary by the Partners.
Policies & Procedures
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Maintain local Office Manager Guide with any changes to firm protocols.
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Develop practices to maximize efficiencies and identify where policies and procedures should be implemented/amended or changed.
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Maintain office directory, welcome guide, floor plan and respective office Intranet tab.
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Assist in implementing various office policies and procedures to meet firm standards.
Business Continuity & Recovery/Health & Safety
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Prepare and maintain a local Business Continuity & Recovery (BCR) plan in conjunction with the firm’s Global BCR Plan and implement as required.
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Maintain Health and Safety and Fire Risk Assessment files in accordance with Health & Safety regulations and/or governing bodies where applicable.
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Implement and conduct training accordance with the Health & Safety and Fire Manuals in accordance with local legislation and governing bodies, where applicable.
Human Resources
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In conjunction with Global HRBP team, ensure legal compliance by monitoring and implementing applicable human resource legislation requirements. Escalating matters as required.
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Liaise with Immigration Counsel with regards to Visa’s and Immigration. Ensure that Visa’s and Work Permits tasks are managed in a timely manner and legislative record-keeping processes are followed.
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Process invoices and assist the accounting department with processing invoice payments in a timely manner, whilst maintaining administrative files.
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Preparation and management of the local Office Services budget.
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Ensure all expenses are processed within guidelines and in accordance with the Travel & Expense policy.
General
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Work with Attorney Admissions and Compliance & Risk to ensure all regulatory matters are addressed and requirements met.
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Assist with office events and global initiatives by liaising with appropriate teams across the business.
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Manage and lead projects as directed by the Senior Manager of Global Operations.
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Perform other related tasks as deemed necessary by management.
CANDIDATE PROFILE
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Minimum of 5 years of experience in an office management / administration role.
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Fluency in Russian, Greek and English languages is a must
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Professional Services and / or Law firm experience is essential.
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Advanced working knowledge of Microsoft Office to include, Word, Excel and PowerPoint are essential.
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Must have the ability to make recommendations to effectively resolve problems or issues by using judgment that is consistent with the firm’s standards, practices, policies, procedures, and state and federal regulations.
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Ability to work across several different departments in a fast-growing office environment.
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Must be flexible in order to respond quickly and positively to shifting demands and opportunities.
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
Elysseos Odesseos, Elysseos@grsrecruitment.com quoting the above job reference or call +357 25 342 720 for further information.