Senior Secretary

Job Summary

WayMore is seeking a Senior level Secretary to join our team in Thessaloniki, Greece. This on-site position is located in Liti . The ideal candidate will play a crucial role in supporting our office operations and ensuring smooth administrative processes.

As a Secretary at WayMore, you will be responsible for a wide range of administrative tasks, including managing communications, coordinating with local authorities, handling financial transactions, and overseeing office maintenance. This role requires a detail-oriented individual with excellent organizational skills and the ability to multitask effectively.

The on-site nature of this position means you will be working from our office in Liti (12th km Litis-Thessalonikis), allowing for direct interaction with team members and immediate handling of physical documents and tasks. You will be expected to maintain a professional presence in the office, manage in-person meetings, and be available for any urgent on-site needs that may arise during business hours.

Key Responsibilities: 

• Manage and coordinate administrative operations for the office
• Serve as the primary point of contact for internal and external stakeholders
• Handle confidential information and maintain accurate records
• Coordinate with local authorities and manage regulatory compliance
• Assist with financial transactions and account reconciliation
• Support event planning and travel arrangements for the team

Daily Tasks:

• Process and distribute incoming and outgoing mail and correspondence
• Answer and manage phone calls, emails, and other communications
• Maintain and update filing systems, both physical and digital
• Prepare and edit documents, reports, and presentations
• Schedule and coordinate meetings, appointments, and travel arrangements
• Manage office supplies inventory and place orders as needed
• Assist with data entry and database management

Essential Duties and Responsibilities

• Handle administrative tasks with local authorities
• Process online banking transactions, including payments, transfers, and account reconciliation, using e-banking platforms
• Assist with event planning, air ticket reservations, and coordination as needed
• Prepare and distribute correspondence, memos, reports, and other documents, ensuring accuracy and professionalism
• Organize and maintain filing systems, both electronic and physical, ensuring accuracy and confidentiality of sensitive information
• Oversee and supervise building maintenance tasks, ensuring timely completion and adherence to quality standards. 

This includes:

• Scheduling and coordinating routine maintenance and repairs
• Liaising with maintenance personnel and external contractors
• Monitoring maintenance budget
• Coordinate and schedule internal and external meetings, including preparation of agendas and meeting materials
• Manage executive calendars and prioritize appointments to ensure efficient time management
• Act as a liaison between management and employees, facilitating clear communication and information flow
• Manage travel arrangements for executives and team members, including booking flights, hotels, and transportation
• Prepare expense reports and process reimbursements for staff members
• Coordinate office events, team-building activities, and company celebrations
• Assist in the preparation of presentations and reports for management and stakeholders
• Manage relationships with vendors and service providers, ensuring quality service and cost-effectiveness

What We Offer:

• Competitive salary and benefits package

• Opportunities for professional development and growth
• Internal training programs
• Corporate advancement
• A dynamic and supportive work environment
• The chance to make a real impact in a structured environment

Equal Opportunity Employer:

WayMore is an equal opportunity employer and values diversity at our company.

We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.