Personal Assistant to the CFO - Limassol

For our client, we are seeking a Personal Assistant to the CFO who will play a key role in supporting the Chief Financial Officer to operate at maximum effectiveness. The role requires a highly organised, discreet, and proactive professional who can manage a complex executive environment with confidence, precision, and sound judgement. In addition to dedicated PA support, the position also includes broader office administration responsibilities to ensure the smooth day-to-day running of the executive office and support the wider Finance department as needed.

Responsibilities

Diary & Schedule Management

• Proactively manage and maintain the CFO’s complex calendar, scheduling internal and external meetings, board sessions, investor calls, and travel itineraries across multiple time zones.

• Prioritise and resolve scheduling conflicts independently, ensuring the CFO’s time is protected and optimally allocated.

• Prepare daily and weekly briefing packs, ensuring the CFO is fully informed and prepared for all engagements.

Communication & Correspondence

• Act as the primary point of contact for all internal and external communications directed to the CFO, including correspondence with board members, investors, banks, auditors, and executive stakeholders.

• Draft, review, and manage high-level correspondence, emails, reports, and presentations on behalf of the CFO.

• Screen and triage incoming communications, flagging priority matters and ensuring timely responses.

• Maintain strict confidentiality at all times in handling sensitive financial and corporate information.

Travel & Logistics

• Coordinate all domestic and international travel arrangements including flights, visas, hotel accommodations, ground transportation, and detailed itineraries.

• Manage travel expense reporting and reconciliation in line with company policy.

• Anticipate travel requirements in advance and resolve logistical challenges proactively.

Meeting & Event Coordination

• Organise, prepare, and coordinate board meetings, finance committee meetings, investor presentations, and off-site events.

• Prepare and distribute agendas, meeting packs, and supporting materials in advance.

• Record and distribute accurate minutes of meetings; track and follow up on action items to ensure timely completion.

Financial & Administrative Support

• Assist in the preparation, formatting, and proofreading of financial reports, board papers, investor decks, and executive presentations.

• Manage the CFO’s expense claims, credit card reconciliations, and approval workflows.

• Coordinate document management, filing, and archiving of financial and corporate records in compliance with company policy.

• Liaise with internal departments (Finance, Legal, HR, Operations) and external parties (auditors, banks, lawyers) on behalf of the CFO.

Office Administration

• Oversee the day-to-day administrative operations of the executive office, ensuring a well-organised and efficient working environment.

• Manage office supplies, stationery, and equipment procurement for the CFO’s office; liaise with vendors and service providers as required.

• Coordinate with the IT, Facilities, and HR departments to ensure office infrastructure, systems, and services are functioning effectively.

• Maintain and update internal databases, contact directories, and document management systems.

• Manage incoming and outgoing post, courier services, and physical correspondence on behalf of the CFO.

• Support the onboarding of new team members within the Finance department, coordinating access, equipment, and induction logistics.

• Assist in the preparation and submission of regulatory filings, company registrations, and compliance documentation as directed.

• Handle petty cash, office invoices, and basic purchase order administration in coordination with the Finance team.

Project & Ad Hoc Support

• Support the CFO on special projects, strategic initiatives, and cross-functional workstreams as required.

• Conduct research and prepare briefing notes on financial, market, or operational topics.

• Manage ad hoc tasks and personal administrative requests with professionalism and discretion.

Key Competencies

• Discretion & Confidentiality: Trusted handling of sensitive financial and corporate information at all times.

• Organisational Excellence: Ability to structure, prioritise, and execute multiple complex tasks effectively.

• Executive Communication: Strong written and verbal communication skills on behalf of C-suite leadership.

• Proactivity & Initiative: Anticipates needs, solves problems independently, and acts without being asked.

• Attention to Detail: Ensures accuracy in correspondence, reports, and scheduling.

• Stakeholder Management: Comfortable engaging with board members, investors, banks, and senior leaders.

• Office Administration: Manages office operations, supplies, vendors, and administrative workflows efficiently.

• Adaptability: Flexible and resilient in a fast-paced, dynamic corporate environment.

• Technology Proficiency: Confident using relevant office and business systems.

Requirements

• Minimum 4–6 years of experience as a Personal Assistant, Executive Assistant, or Office Administrator, preferably supporting C-suite executives within a finance, real estate, or investment environment.

• Prior experience supporting a CFO, CEO, or equivalent senior executive is strongly preferred.

• Proven experience in office administration and facilities coordination.

• Exceptional organisational and time-management skills with the ability to manage multiple priorities simultaneously under pressure.

• Outstanding written and verbal communication skills in English and Greek

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and digital collaboration tools (Teams, Zoom, SharePoint).

• High degree of professionalism, discretion, and integrity in handling confidential information.

• Proactive, solutions-oriented mindset with strong attention to detail.

• Ability to work independently, anticipate needs, and exercise sound judgement without close supervision.

• Experience in coordinating international travel and managing complex multi-stakeholder calendars.

• Bachelor’s degree in Business Administration, Secretarial Studies, or a related field is preferred.

Benefits

• A dynamic and professional working environment within a growing, internationally active group.

• Direct exposure to senior executive leadership and complex financial operations.

• Competitive remuneration package commensurate with experience.

• Opportunities for professional development and career growth.

Salary 

€32,500 annual gross