ICAP Executive Search & Selection is one of the premium consultancies and part of ICAP People & Employment Solutions, the largest HR Services Provider in Greece and Cyprus. With more than 50 years of experience, we specialize in assessing and recruiting Senior to Middle-Level Executives across all sectors.

On behalf of our client, a leading International Group of Companies in the Oil and Gas sector, we are seeking a driven and ambitious Office Executive Coordinator to join their expanding team based in Nicosia, Cyprus.

Office Executive Coordinator – Ref. (6177/OEC/ESS/CY)

About the Role:

We are seeking a highly organized and proactive Office Executive Coordinator to provide comprehensive support to the CEO. This role offers the opportunity to work closely with senior management, manage key administrative tasks, and contribute to the smooth operation of our office and business activities.

Key Responsibilities:

Provide confidential, high-level personal assistant support to the CEO, acting as the primary point of contact and managing correspondence, phone calls, and routine communications. Draft letters, prepare meeting minutes, take messages, and perform other administrative tasks as required.
Proactively manage the CEO’s calendar, prioritizing and scheduling internal and external meetings.
Plan and organize travel and accommodation arrangements for the Management Team.
Attend company meetings as required and ensure follow-up on agreed actions and deadlines.
Conduct research and prepare reports, presentations, and other materials as assigned by the CEO.
Maintain accurate records of company contracts and manage files stored with Fileminders, acting as the main point of contact.
Oversee day-to-day office administration, including procurement of stationery, canteen supplies, and cleaning materials.
Identify and evaluate suppliers to optimize pricing and improve procurement efficiency.
Ensure efficient operation of building facilities (e.g., air conditioning, elevators, lighting) and coordinate with technicians or service providers to resolve issues promptly.
Manage and process invoices related to office operations and facility management, ensuring accuracy and timely submission.
Perform additional duties as assigned to support the CEO and senior management team.

Qualifications:

Bachelor’s degree from a recognized institution.
Minimum of 5 years of experience in a similar executive support role.
Excellent knowldge of English, both written and verbal.
Strong proficiency in Microsoft Office applications.
Exceptional organizational and administrative skills, with the ability to manage multiple priorities and meet tight deadlines.
Strong interpersonal and communication skills, able to interact effectively with all levels of the organization, including senior management.
High level of discretion and professionalism, with proven experience handling confidential information.