Our client, a Law firm based in Limassol is seeking to recruit a highly experienced and skilled Personal Assistant to the Management of the Firm, working hand-in-hand with the executive and management team. This is an excellent opportunity for a highly motivated professional, to directly and closely collaborate with the high-rank team of the Firm and provide substantive and significant support to its day-to-day managerial and administrative operations. We offer a dynamic, well-organized, collaborative but yet friendly working environment with a defined and determinate career path. In general terms, this position involves providing broad and comprehensive assistance and support to Management in the organization, implementation and overall exercise of its powers, duties and responsibilities, particularly in relation to organizational, operational, infrastructure management, procedural, personnel and firm promotional matters.
DUTIES AND RESPONSIBILITIES
Procedural and Administrative Matters
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Drafting, reviewing and monitoring the implementation, efficiency and compliance of the Firm’s operational procedures.
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Informing members of Management on organizational, operational, procedural, compliance or employment-related matters arising or identified in the course of the Firm’s operations.
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Training employees on the Firm’s procedures and systems.
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Organizing and maintaining records of the manual, as well as procedures, regulations, decisions, instructions, circulars, minutes, etc. issued by or relating to the Firm’s Management.
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Organizing conferences, meetings and internal presentations of the Firm.
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Ensuring the keeping of minutes, recordings or video recordings of meetings, conferences or internal presentations of the Firm.
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Providing assistance and support to Management for the preparation, drafting and/or submission of applications relating to licenses, subscriptions, grants, funding, etc.
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Preparing and presenting reports to the Management regarding any of the duties and responsibilities which the position entails.
Ensuring the Smooth Operation of the Firm
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Monitoring and ensuring the organization’s proper operation and performance of software systems, automation systems, security systems (e.g. cameras) generally the Firm’s infrastructure and equipment.
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Maintaining a log of issues arising in the operation and performance of the Firm’s equipment.
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Assisting in identifying appropriate systems, equipment, software, as well as suitable providers or external partners relating to the Firm’s operations and infrastructure.
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Communicating with external partners and ensuring maintenance and repair of the Firm’s systems; coordinating with Management for the identification and resolution of issues.
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Acting as a point of contact for employees in resolving issues arising from the use of the Firm’s software and equipment.
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Monitoring the expiration and ensuring renewal of contracts with external partners.
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Managing inventory of consumables (groceries) and office supplies (stationery).
HR Procedures and Practices
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Organizing and maintaining physical and electronic records of employees’ documents, employment and personal data.
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Managing onboarding of new employees.
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Collecting employees’ information, contact details and personal data upon hiring.
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Preparing employment contracts, including job description and working hours documentation.
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Coordinating with recruitment agencies for receipt of candidates’ CVs and arranging meetings.
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Organizing and coordinating interviews with candidates.
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Monitoring and ensuring compliance with the leave submission process; maintaining records of annual, sick and other leave.
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Assisting Management in preparing employee training plans.
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Monitoring available seminars and conferences offered by various training centers and arranging employee participation based on the training plan.
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Preparing, organizing, monitoring and implementing employee engagement/entertainment programs and managing the relevant budget.
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Planning, organizing and coordinating social and other Firm events and activities.
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Monitoring and ensuring accounting compliance pertaining to employees’ obligations.
Marketing and Promotion
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Managing and supervising the Firm’s social media accounts.
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Managing the Firm’s official website, including uploading articles, photos, etc.
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Communicating with external partners and providing support on marketing matters.
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Identifying international exhibitions, coordinating participation of the Firm, arranging travel and assisting Management or participating employees.
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Drafting and/or assisting in the preparation and printing of marketing material.
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Researching, identifying and submitting proposals regarding market trends in advertising and promotion methods, channels and sources for the Firm’s services.
Reception Oversight and Support
CANDIDATE PROFILE
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At least five (5) years of post-qualification proven work experience as a personal assistant to executives of companies. Prior experience in the services industry will be considered an advantage.
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Academic Degree in the fields of Secretarial Studies, Business Administration or other similar degree offering managerial and/or administrative academic skills;
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Proficiency in the use of Microsoft Office Suite, including PowerPoint;
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Knowledge and experience in marketing, including social media management, Google Ads (Google Search and Display), Google Analytics, SEO and SEM applications and techniques will be considered a strong advantage;
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Knowledge and experience in basic accounting and human resource practices will be considered a strong advantage.
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Fluent knowledge of Greek and English, both written and oral.
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Excellent writing and editing skills in the English and Greek language will be considered as an important advantage;
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Excellent organizational skills and abilities.
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Ability to work under tight deadlines and pressure, excellent analytical and problem-solving skills, ability to take initiatives, work under minimum supervision and direction and take responsibility for own actions;
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Strong communication skills;
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Ability to prepare and deliver presentations and reports;
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Tech-savvy with a strong awareness of social media trends and developments;
COMPANY BENEFITS
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Opportunity to actively contribute to the Firm’s overall growth and direction;
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Highly competitive and attractive remuneration package, reflective of qualifications, expertise and experience;
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Visible and achievable career path, based on performance, confidence, autonomy, leadership, contribution to Firm’s development etc.;
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Payment of 13th salary in December each year;
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Prospective increase of remuneration, under the Firm’s defined bonus schemes;
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Additional financial incentives for introducing clients to the Firm;
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Professional Pension Fund with employer contributions;
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Twenty-two (22) days of annual leave;
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Participation in the social and team-building events and activities organized by the Firm on a regular basis.
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Laptop and necessary technology for efficient remote work when required;
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Free parking area provided for ease of daily commuting;
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Early departure on Fridays, until 2:00 p.m.
Due to the high volume of applications received at GRS Recruitment, only shortlisted candidates will be responded to.
To apply for this position, please email your CV to
Alex Evangelides, alex@grsrecruitment.com quoting the above job reference or call +357 25 3427 21 for further information.