Company: 3D Organon | Medis Media
Location: On-site, Thermi 57001, Thessaloniki, Greece
Reporting to: Executive Leadership Team
Employment Type: Full-time, Permanent
Seniority: Mid-level (minimum 3 years of relevant experience)
Target Start Date: Μay 2026
Join Us at the Forefront of Medical Education!
3D Organon, developed by Medis Media, is a global leader in immersive medical education technology. We create cutting-edge XR and AI-powered learning tools used by universities and healthcare institutions worldwide. We are a fast-growing, international team driven by innovation, precision, and purpose. As we continue to scale, we are looking for a highly organized, proactive, and trustworthy Executive Operations Assistant to support our leadership team and help drive operational excellence across the company.
Why This Role Matters
This is not a traditional assistant role. You will work directly with the Executive Leadership Team at the center of the company’s day-to-day operations. Your work will directly impact efficiency, decision-making, and execution across multiple functions, including administration, finance, and coordination. This role offers high visibility, real responsibility, and strong growth potential within a company shaping the future of medical education.
The Role
As an Executive Operations Assistant, you will act as a trusted operational partner to leadership, ensuring that administrative, financial, and coordination processes run smoothly and efficiently. You will take ownership of key support functions, anticipate needs, and maintain a high standard of organization, discretion, and reliability.
Key Responsibilities:
- Executive Support. Manage executive calendars, schedule meetings, and coordinate domestic and international travel with precision and foresight.
- Financial Administration & Bookkeeping. Support day-to-day financial operations, including expense tracking, bill payments, payroll coordination, and maintaining accurate financial records.
- Meeting & Event Coordination. Organize internal and external meetings, prepare agendas and materials, and ensure smooth execution.
- Communications Management. Act as a professional point of contact on behalf of leadership, managing emails, calls, and correspondence with clarity and prioritization.
- Document Management. Prepare, edit, and maintain reports, documents, and records with strong attention to detail and accuracy.
- Office Operations. Oversee administrative processes including filing systems, data entry, supplies, and general office coordination.
- HR Administrative Support. Assist with HR-related processes, maintain personnel records, and support internal coordination with HR management.
- Stakeholder Coordination. Serve as a reliable communication link between leadership, internal teams, and external partners.
- Confidentiality & Discretion. Handle sensitive business, financial, and personnel information with the highest level of professionalism and trust.
What Success Looks Like First 3 Months
- Take full ownership of calendar and communications management
- Establish organized administrative and filing systems
- Build strong internal relationships across teams
- Support initial financial tracking and documentation processes
By Month 6
- Independently manage core administrative and financial coordination tasks
- Ensure smooth planning and execution of meetings and operations
- Become a central point of coordination for leadership activities
By End of Year 1
- Operate as a trusted right hand to the leadership team
- Anticipate needs and proactively solve operational challenges
- Contribute to improving systems, processes, and overall efficiency
What We’re Looking For
- Minimum 3 years of experience in executive support, administration, or office management
- Exceptional organizational and multitasking skills
- High level of discretion, professionalism, and integrity
- Fluency in Greek and English (written and spoken)
- Strong proficiency in Microsoft Office, Google Workspace, Outlook, Zoom, Adobe Acrobat, and digital tools
- Comfort working with financial data, bookkeeping, and online banking platforms
- Proactive, solution-oriented mindset
- Ability to operate effectively in a fast-paced, international environment
This Role Is Probably Not for You If…
- You are not comfortable handling confidential information
- You prefer highly structured, step-by-step instructions for every task
- You struggle to stay organized across multiple responsibilities
- You are looking for a remote or low-interaction role
- You are not comfortable with financial or administrative ownership
- You are not interested in long-term growth within a company
Growth Opportunity
As the company scales, this role can evolve into an Operations Coordinator or broader Executive Operations role. We prioritize internal growth and development for high-performing team members.
Our Culture
We are an international, mission-driven team that values clarity, ownership, and collaboration. We combine high standards with a supportive, modern work environment and a shared commitment to meaningful work.
Working Hours
- Monday to Friday
- 09:00 – 17:00 (to be confirmed)
- Fully on-site in Thermi, Thessaloniki
What We Offer
- Competitive salary (commensurate with experience)
- Petrol and/or supermarket allowance
- Private health insurance
- A dynamic, international work environment
- Modern office space
- Real opportunities for professional growth
- Exposure to global markets and operations