Who are we?
TOPOSOPHY is one of Europe’s leading agencies in place making and marketing. Whether we’re developing a destination master-plan, a study on the latest consumer trend on travel or delivering a placemaking workshop, we like to bring together all the talents of our diverse team and pride ourselves on delivering outstanding quality for our clients.
Since our inception in 2010, we’ve expanded our portfolio of clients and projects, as well as our horizons for the future.
Would you like to join?
What are we looking for?
We are looking for a reliable and highly organized Administrative / Operations Assistant to support the leadership team in administrative, organizational, and personal tasks. The ideal candidate will thrive in a fast-paced environment and contribute to the effective day-to-day management of the office. This role ensures clear communication, structured planning, and seamless coordination across the organization, while also covering aspects of executive and personal assistance.
What will you do?
Reception & Front Desk
- Manage company correspondence, phone lines, and reception duties
- Welcome and assist visitors and partners, ensuring a professional image of the company
- Handle staff requests and direct them to the appropriate departments
- Reserve and prepare meeting rooms to ensure smooth logistics
- Coordinate business travel and accommodation for the leadership team and staff
Office & Facility Management
- Monitor daily staff attendance, remote work schedules, and leave records
- Oversee office supplies, equipment, and consumables
- Handle orders, deliveries, and vendor management related to office operations (e.g. cleaning services, technical support)
- Coordinate health and safety processes and liaise with external providers
- Support the planning and execution of internal events and team offsites
Executive & Personal Assistance
- Provide discreet administrative and personal support to the CEO and management
- Book travel and accommodation for CEO, Directors, team
- Handle basic correspondence and meeting follow-ups
- Support in personal logistics, calendar management, and travel planning etc
People Operations & Internal Processes
- Schedule interviews and assist in basic recruitment tasks
- Manage onboarding and offboarding procedures for employees
- Support employment contract administration and employee benefits (e.g. meal vouchers, private insurance, corporate phone plans)
- Coordinate time-off tracking, remote work, and well-being programs
- Train employees on company tools, platforms, and policies (e.g. Filing System, Password Manager)
- Maintain and update personnel records and internal databases
Accounting & Procurement Support
- Coordinate vendor / client onboarding and ensure data accuracy in company systems
- Process and track employee expense reports, petty cash, and corporate spending
- Monitor invoicing, and payment workflows in collaboration with the accounting team
- Prepare and submit monthly finance packs to the accountant
- Εnsure proper documentation and compliance with internal accounting procedures
General Administration & Documentation
- Maintain and organize company files, records, and templates
- Prepare internal reports, presentations, and project documentation
- Conduct background research and present findings as requested
- Ensure consistency and accuracy in standard company documentation and processes
What experience should you have?
- 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 (e.g. ERP, CRM, time tracking systems)
- High level of discretion and professionalism in handling sensitive information
- Attention to detail, time management, and a proactive problem-solving mindset
- Additional qualifications in secretarial or executive support studies will be considered an asset
- Educational background in Business Administration or a related field (Bachelor’s degree preferred)
- Competitive salary and private health insurance
- Professional equipment allowance to ensure you have the tools you need to perform at your best
- Team-led training and hands-on learning designed to help you grow in your role from day one
- Professional development courses allowance to support continuous learning and career growth
- A diverse, international team shaping the future of destinations
What We Do
We are a place making and marketing agency. We provide government organizations, associations and companies (both public and private) with practical solutions to develop, manage and market places as destinations, accompanying them on every step of the way. We like to do things differently. We take a step back and study the whole place (place = 'topos' in Greek) with a critical but enthusiastic look at where the destination sits in the compared to its competitors, both near and far.
Then, working closely with our clients, we create strategies to plan their place’s future, understand the latest industry conditions, engage their partners, involve the local community and reveal their place uniqueness in every form. Our services focus on offering complete solutions for destination strategy & planning, place marketing & branding (online and offline), market intelligence, advocacy & government support, tailor-made to every place’s distinct needs.
Our elite team of place strategists & researchers combines extensive experience as practitioners, managing operations and many years of consultancy background with a passion to transform places into thriving destinations.
We are strategic, we are creative, we are practical. Our philosophy is TOPOSOPHY.
