GRS have partnered up with a company in the Hospitality sector in Larnaca. We are currently looking for a Secretary to support their office operations. The ideal candidate will handle administrative tasks, manage schedules, and facilitate effective communication within the team, ensuring a smooth workflow. If you are based in Larnaca and speak fluent Greek and English - send us your CV to be considered for this role!
MAIN DUTIES AND RESPONSIBILITIES
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Scheduling and Calendar Management: Organize and maintain the calendars of executives, schedule meetings, and coordinate appointments.
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Errands: Perform various office errands, such as delivering documents, purchasing office supplies, and handling bank transactions. Ensure tasks are completed efficiently to support smooth office operations.
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Shopping/Ordering Supplies: Manage the inventory of office supplies by regularly assessing stock levels and ordering necessary items. Coordinate with vendors to ensure timely delivery and maintain a well-stocked, organized supply area to support daily office functions.
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Organize Office Layout: Plan and arrange the office layout to ensure a functional and efficient workspace. This includes setting up desks, workstations, and common areas, coordinating seating arrangements, and optimizing the use of office space for comfort and productivity.
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Maintain Office Condition: Ensure the office environment remains clean, safe, and well-maintained. This includes monitoring the condition of furniture and equipment, coordinating repairs or replacements as needed, and working with cleaning staff to keep the workspace in top condition.
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Visitor Support: Greet and assist visitors upon arrival, ensuring a welcoming and professional experience. Manage visitor check-in procedures, provide necessary information, and direct them to the appropriate staff or meeting locations.
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Daily Task Assistance: Provide support to team members with their daily tasks and responsibilities. This includes prioritizing assignments, managing schedules, and helping to streamline workflows to enhance productivity and efficiency within the office.
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Mailing: Manage outgoing and incoming mail, including sorting, distributing, and preparing packages or correspondence for delivery. Ensure timely dispatch and accurate record-keeping of all mailed items.
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Filing: Organize and maintain both physical and digital files to ensure easy access to important documents. This includes sorting, labeling, and securely storing records for efficient retrieval and compliance with office policies.
CANDIDATE PROFILE
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Education: High school diploma required. Additional coursework or certification in administrative studies is a plus.
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Experience: Previous experience in an administrative or secretarial role is favoured.
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Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
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Communication Skills: Excellent verbal and written communication skills, with the ability to interact professionally with clients and colleagues.
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Organizational Skills: Strong organizational and time management abilities, with attention to detail and the capacity to manage multiple tasks simultaneously.
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Interpersonal Skills: Ability to work well in a team-oriented environment and establish positive relationships with staff and visitors.
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Problem-Solving Skills: Effective problem-solving skills with a proactive approach to identifying and addressing issues.
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Discretion: High level of confidentiality and professionalism in handling sensitive information.
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Transportation: Must have a valid driver’s license and access to a personal vehicle for running necessary office-related errands.
COMPANY BENEFITS
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Hours: 8.30am-5pm and Fridays until 3pm
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Yearly increase or bonus depending on performance.
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Daily provision of drinks and snacks
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Continuous training funded by the company.
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Friendly and welcoming 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
Laura Saltyte, lauras@grsrecruitment.com quoting the above job reference or call +357 25 342 720 for further information.