Location: Athens, Greece (On Premise)
Contract duration and type: Full-time, with indefinite duration
Experience level: Junior
Start date: Immediately
In Short
AETHON is an SME working on innovative technological products for smart cities, transport, mobility, logistics and energy. We take pride in our forward thinking and enjoy out-of-the-box ideas and solutions. We are currently looking for a flexible Secretary and Project Management Assistant with experience in providing administrative support and ensuring efficient office operations to join our dynamic team. This role involves assisting to the day-to-day operations of the Project Management Office and company’s administration as a whole, utilising clerical skills and maintaining communication within the organization.
Your goals:
- Collect, maintain, and update company documents with professionalism and discretion, ensuring completeness and accuracy of records.
- Prepare folders and templates while maintaining organized filing systems for both digital and physical documents. Enter and manage data related to project financial and technical reporting, ensuring accurate filing in all formats.
- Compose and edit letters, declarations of honor, documents, emails, and proposals, and follow up on required responses.
- Regularly communicate with partners, auditors, notaries, postal services, and translation centres to gather signatures and essential documents.
- Submission of documents, contracts and other supporting documents for the needs of the projects in which the company participates.
- Cooperation with the accounting department for checks on payrolls, leaves, timesheets etc.
- Manage, coordinate travel arrangements and create Travel Forms.
- Execution of admin processes, such as typical budgeting operations, input collection (from partners), resolution of SharePoint issues etc.
- Research current tenders and open calls to identify, evaluate relevant opportunities and enter data into European or ESPA platforms, ensuring the accuracy of bids and open calls.
- Organize meetings, including scheduling and sending reminders.
What we are looking for in candidates:
- Bachelor’s degree in economics, business administration or a related field.
- Proficient in MS Office Suite and excellent computer skills.
- Excellent verbal and written English skills as most communication will be in English.
- Strong organizational and time management skills.
- Detail oriented with the ability to multitask and prioritize tasks effectively.
- Professional demeanour and ability to interact with individuals at all levels of the organization.
- Excellent written and verbal communication skills.
What we consider a plus:
- Experience as an executive secretary, assistant or similar role.
- Ability to work in a fast-paced environment and adapt to changing priorities.
- Familiarity with European or ESPA platforms.
Your benefits:
- Full-time salary with an extensive leaves’ plan;
- Working in a team with significant innovation potential that encourages and builds on “crazier-the-better” ideas;
- Work in large-scale projects that are beyond the current state-of-practice;
- Dynamic, fast-paced working environment;
- The ability to design a continuous education plan supported by AETHON;
- Friendly and stimulating environment that encourages team-driven solution making.
Want to apply? Then go ahead! Send a motivation letter (max 1 page) and your CV (max 2 pages) to jobs@aethon.gr. Nothing too fancy, just tell us who you are and why you want to join the AETHON team!
Please read the CV submission and processing terms carefully (https://aethon.gr/cv-submission-terms/) before sending your Curriculum Vitae.
