Administrative Assistant

Tototheo Global is a leading provider of connectivity and technology solutions, enabling maritime, enterprise, and government customers worldwide.

Job Purpose

As an Administrative Assistant, you will support the day-to-day operations of the CEO Office. Working closely with the Head of the CEO Office, you will provide administrative and coordination support to the office and wider team.

The role includes travel arrangements, meeting logistics , document preparation and filing, as well as administrative coordination of office and residence service requests as directed. You will carry out these responsibilities with accuracy, discretion and professionalism, while helping to improve administrative processes.

Main Duties and Responsibilities

Coordinate travel arrangements, including booking flights, hotel accommodation and ground transportation, with a high degree of accuracy and attention to detail.

Provide day-to-day administrative support to the CEO Office and wider team, helping to ensure smooth and efficient operations.

Perform general administrative duties, including typing, copying, scanning, document preparation and data entry.

Monitor and respond to internal and external administrative enquiries and requests via telephone, email and other channels in a timely and professional manner.

Maintain accurate , organized and up-to-date electronic and physical filing systems, ensuring documents and information are easily accessible.

Provide scheduling and logistical support for meetings and appointments, including meeting room arrangements, invitations and preparation of relevant materials, as required .

Monitor and respond to internal and external administrative enquiries and requests in a timely and professional manner.

Support the planning and coordination of company events and internal activities, including related administrative and logistical arrangements.

Proactively identify opportunities to improve administrative processes, organization and operational efficiency.

Undertake ad hoc administrative duties and errands as directed in support of the CEO Office.

Provide administrative coordination for maintenance and service requests relating to the office and the CEOs’ residences, as directed, including scheduling visits, liaising with the maintenance colleague and service providers, and following up on agreed actions.

Ensure all responsibilities are carried out in accordance with company policies, procedures and applicable regulations.

Handle confidential and sensitive information with discretion, integrity and professionalism.

Assist with general office administration, including office supplies, couriers and deliveries, where required .

Qualifications

Excellent command of Greek and English, both written and verbal.

Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook, as well as digital collaboration platforms such as Microsoft Teams and SharePoint.

Good understanding of office administration principles and practices.

Strong organizational and time-management skills, with the ability to multitask and prioritize effectively.

High level of attention to detail and accuracy.

Flexible and adaptable, with the ability to manage a diverse range of responsibilities

Ability to work effectively both independently and as part of a team.

Excellent verbal and written communication skills, with the ability to communicate information clearly and professionally.

Ability to work under pressure and meet deadlines while maintaining high quality standards.

Demonstrated discretion, integrity and professionalism, with a strong understanding of confidentiality requirements.

A degree in Business Administration, Management or another relevant field will be considered an advantage.

One (1) to three (3) years of relevant experience in an administrative or similar role.

Benefits:

And here are just some of the benefits you receive when you join Tototheo Global:

Work in an international, dynamic, and fun environment, at a growing company

Attractive remuneration package

Private Medical Health Insurance

Continuing education and training

13th salary (for Cyprus)

Half day leave on your birthday

Wellness Support – Unlimited access to our dedicated wellness platform for mental health resources, coaching and self-care tools