TOPOSOPHY is looking for an Office Administrator & Operations Assistant to join our team in Athens. This is a practical, hands-on role central to keeping our office running smoothly and supporting our daily operations. You will play a key part in everything from office management and logistics to people operations and administrative tasks.

What You'll Do

Manage company correspondence, phone lines, and reception duties, welcoming visitors and ensuring a professional company image.
Coordinate meeting room logistics, business travel, and accommodations for staff and leadership.
Monitor daily staff attendance, remote work schedules, and leave records.
Oversee office supplies, equipment, orders, deliveries, and vendor management.
Coordinate health and safety processes and liaise with external providers.
Support the planning and execution of internal events and team offsites.
Provide discreet administrative and personal support to the CEO and management, including travel booking, calendar management, and correspondence.
Schedule interviews and assist in basic recruitment tasks.
Manage employee onboarding, offboarding, contract administration, benefits coordination, time-off tracking, and well-being programs.
Train employees on company tools, platforms, and policies.
Maintain and update personnel records, internal databases, and coordinate vendor/client onboarding.
Process employee expense reports, petty cash, and corporate spending.
Monitor invoicing and payment workflows, prepare monthly finance packs, and ensure compliance with accounting procedures.
Maintain and organize company files, records, and templates.
Prepare internal reports, presentations, and conduct research as requested.
Ensure consistency and accuracy in standard company documentation and processes.

What We're Looking For

Proven experience in office administration, executive assistance, or a similar support role.
Ability to work independently, show initiative, and adapt in a fast-paced, dynamic environment.
Strong organizational, communication, and interpersonal skills.
Excellent command of both English and Greek, written and spoken.
Familiarity with administrative procedures, office operations, and basic accounting principles.
Proficiency in MS Office and office management tools.
High level of discretion and professionalism in handling sensitive information.
Attention to detail, time management, and a proactive problem-solving mindset.

Nice to Have

Additional qualifications in secretarial or executive support studies.
Educational background in Business Administration or a related field (Bachelor’s degree preferred).