Job Title: Executive Assistant/Operations Assistant (Full-Time Contractor)
Location: Greece (Remote)
Employment Type: Full-Time Contractor
About the Role:
We are seeking a highly organised and proactive Executive Assistant/Operations Assistant based in Greece to work remotely as a full-time contractor for our UK-based company. You will join our remote team in Greece, collaborating closely with them and our UK team.
This role requires excellent English language skills and involves managing a variety of essential administrative, HR, and operational tasks. You will be key to ensuring the smooth running of our business operations, from handling payroll and legal contracts to managing logistics for business trips, supporting our sales team, and maintaining our financial records.
About the Company:
We are a technical consultancy providing end-to-end solutions across various industries, with a focus in solving complex decision-making problems in supply chain/logistics.
Key Responsibilities:
Payroll, Pension, Accounting, and HR:

• Use our payroll, pension, and accounting software.
• Oversee employment contracts and manage third-party contractor agreements.
• Liaise with accountants regarding accounts, tax returns (VAT and corporation tax), R&D returns, and web filing.

Legal and Commercial Contracts:

• Source external services such as legal firms, lead generation services, technical services, recruiters, debt collectors, and other contractors.
• Obtain quotes, evaluate top options, and present summaries to the executive team.
• Handle all aspects of legal and commercial contracts, including liaising with legal firms and managing third-party agreements.

Administrative Support:

• Manage scheduling for interviews, including document submissions and meeting scheduling.
• Take minutes during meetings, either in person or from recordings, and update summaries on a CRM platform.
• Organise and maintain internal documentation and reporting, including storing commercial and technical reports.
• Keep Intuit Quick Books up to date, uploading all relevant invoices and receipts.
• Proofread and polish content for websites, presentations, reports, and other documents.
• Handle and draft emails for executive approval.

Team and Client Coordination:

• Liaise across teams to ensure all materials are prepared for important meetings, such as board presentations.
• Handle client invoices and follow-ups.
• Support the commercial team with tasks as needed, including drafting and refining presentations.

Logistics Management:

• Organise travel, accommodation, and logistics for business trips, conferences, client meetings, and events.
• Order equipment, software, and office supplies as needed, and manage office space logistics.
• Manage the logistics for new desks, office space, and other workplace necessities.

Operational Improvement:

• Continually seek to understand the business and suggest improvements to overall operations.
• Ensuring everyone is on top of important meetings and deadlines.
• Support our teams with a variety of tasks, including initial drafting of presentations (both commercial and technical).

Data Management:

• Handle data cleaning and management, such as preparing client contact lists and ensuring data integrity.

Qualifications:

• Proven experience in a similar administrative or assistant role.
• Excellent English language skills, both written and verbal.
• Strong organisational and multitasking abilities.
• Proficiency in using Quick Books or similar financial software.
• Excellent communication skills.
• Ability to manage confidential information with discretion.
• Proactive attitude with a strong attention to detail.
• Experience with CRM platforms is a plus.
• Ability to work independently and as part of a remote team.

Job Type: Full-time
Pay: 1,000.00€ - 1,200.00€ per month
Expected Start Date: 24/09/2024