The Operational Unit BEYOND Center for Earth Observation Research and Satellite Remote Sensing at the National Observatory of Athens is seeking to hire an Executive Assistant.
About Us
The Operational Unit BEYOND Center for Earth Observation Research and Satellite Remote Sensing of the Institute of Astronomy and Astrophysics, Space Applications and Remote Sensing of the National Observatory of Athens develops state-of-the-art research and innovative services for the containment of disaster risks, triggered either by natural or man-made causes in the wider region of Southeast Europe, the Balkans, the Middle East and North Africa, by utilizing large satellite data acquisition antennas located at NOA premises. Its aim is to provide timely information to relevant disaster management and emergency management authorities and stakeholders, and, by utilizing space technology, to aid them in decision making for civil protection measures across the entire spectrum of crisis management.
The ideal candidate will exhibit high standards, excellent administrative and communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.
Main responsibilities
- Manage the day-to-day administrative affairs of the Managing Director.
- Organise documents and maintain the unit’s record systems in a confidential manner.
- Close cooperation to Special Research Account Department for the financial support of funded projects.
- Communication with BOD - prepare letters of administrative scope.
- Perform HR admin tasks (incl. preparation of necessary paperwork) supporting: Recruiting, Payroll, with the assistance and guidance of the Managing Director of the Unit.
- Prepare procurements for services and equipment.
- Digitalise and archive of documents for projects during and after completion.
- Maintain confidentiality and professionally deal with highly sensitive information.
- Generate and process expense reports, proactively manage these to completion.
- Conduct necessary communication with researchers
Desired Skills:
- Bachelor’s degree in business administration, management, finances or a related field is preferred.
- 2+ years of experience in office administration or a similar role, preferably within a research institute / Special Research Account Department.
- Familiar with webRescom platform for monitoring expenses of research projects is desirable.
- Basic understanding of financial principles. Experience with financial reports of EU projects is a plus.
- Highly Computer Literate with advanced knowledge of Office programs (incl. Microsoft Teams, Excel, Power Point and Word, Outlook).
- Take care of the routines quickly and systematically.
- Be highly professional in character and conduct excellent interpersonal and communicative skills.
- Ability to handle sensitive information with utmost confidentiality and discretion.
- Strong organizational skills with the ability to manage multiple tasks, prioritize workload, and meet deadlines effectively.
- Flexibility in handling changing priorities among a variety of topics in a fast-paced research environment.
- Ability to collaborate with the PMs - allocate resources - update records and monitor overall financial records - and make propositions to Managing Director for approval.
- Excellent attention to detail to ensure accuracy in your activity.
- Proactively identify office-related problems, inform managers and take necessary actions.
- The ability to devise and maintain office systems, including data management and filing.
- Solid written and verbal communication skills in both English and Greek.
What We Offer
- A competitive remuneration package based on the qualifications of the candidate including all legal deductions and taxes.
- Opportunity to work with international teams and world-class research organisations.
Indicative start date: March 2025
Deadline for CVs: February 14th, 2025
How to apply: Interested applicants should send their CVs to This email address is being protected from spambots. You need JavaScript enabled to view it. and This email address is being protected from spambots. You need JavaScript enabled to view it. . You don’t need to send a cover letter.
Operational Unit BEYOND Center of IAASARS/NOA is an equal opportunity employer.