Executive Secretary

COPE-Nano is an ambitious project that will leverage on the internationally acknowledged track record and innovation activities of the Nanotechnology Lab LTFN/AUTh to establish a new, autonomous, and self-sustained Centre of Excellence (CoE) for Organic, Printed Electronics & Nanotechnologies (COPE-Nano).

We are looking for a proactive and detail-oriented individual capable of handling multiple tasks with professionalism and efficiency to support the Director.

Responsibilities

• Schedule meetings, appointments, take care of executive calendars, and organize travel plans for the Director dynamic schedule.
• Arrange workplace functions, and other events.
• Keep the Director time well-allocated to strategic goals by serving as a point of contact.
• Handle sensitive information with the utmost confidentiality and discreet.
• Draft and revise Director messages, presentations, and documents.
• Manage daily office operations and make sure the workspace is tidy and productive.
• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences.
• Attend meetings and keep minutes.
• Receive and screen phone calls and redirect them when appropriate.
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.).
• Make travel arrangements for executives.
• Handle confidential documents ensuring they remain secure.
• Maintain electronic and paper records ensuring information is organized and easily accessible.

Responsibilities

• Educational Background: A secretary degree or similar studies are required. Additional qualifications will be positively considered.
• Competent with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and “back-office” software (e.g. ERP).
• Communication Skills: Strong proficiency in both spoken and written English. The perfect applicant will be proactive, thorough and able to manage several responsibilities with professionalism and effectiveness.
• Attention to Detail: Exhibited skills in precision and meticulousness.
• Professional Experience: At least 5 years of experience managing an office with prior expertise overseeing office operations and providing support to C-level executives.
• Shown aptitude at setting priorities for projects and activities.
• Effective communication abilities while interacting with stakeholders both inside and externally.
• Excellent organizational and time-management.
• Integrity and confidentiality.
• In depth knowledge of office management.

All applications are considered as strictly confidential.

The company will only contact candidates with applications that meet the required qualifications.

Documents to be submitted:

• a CV,
• 3 Recommendation Letters and official copy of degree certifications,
• submit your Application by email to This email address is being protected from spambots. You need JavaScript enabled to view it. with Subject "Application for the Executive Secretary"