Senior Secretary Position at WayMore

Company overview

WayMore is a dynamic software development company specializing in marketing automation solutions. We're dedicated to helping businesses build stronger relationships with their customers through our innovative platform. At WayMore, we understand the importance of truly connecting with your audience, which is why we've created a comprehensive solution that brings together SMS marketing, email campaigns, and push notifications in one user-friendly platform.

Our unified marketing approach allows businesses to streamline their communication efforts, reach the right people at the right time, and deliver personalized experiences that resonate with their audience. We pride ourselves on making implementation easy, so our clients can focus on what matters most – growing their business.

For more information about WayMore, visit our website: waymore.io

Job summary

WayMore is seeking a senior level secretary to join our team in Thessaloniki, Greece. This on-site position is located at 2Km Litis Thessalonikis - Oraiokastro area. The ideal candidate will play a crucial role in supporting our office operations and ensuring smooth administrative processes.

As a secretary at WayMore, you will be responsible for a wide range of administrative tasks, including managing communications, coordinating with local authorities, handling financial transactions, and overseeing office maintenance. This role requires a detail-oriented individual with excellent organizational skills and the ability to multitask effectively.

The on-site nature of this position means you will be working from our office in Athens, allowing for direct interaction with team members and immediate handling of physical documents and tasks. You'll be expected to maintain a professional presence in the office, manage in-person meetings, and be available for any urgent on-site needs that may arise during business hours.

Key responsibilities

• Manage and coordinate administrative operations for the office.
• Serve as the primary point of contact for internal and external stakeholders.
• Handle confidential information and maintain accurate records.
• Coordinate with local authorities and manage regulatory compliance.
• Oversee office maintenance and vehicle management.
• Assist with financial transactions and account reconciliation.
• Support event planning and travel arrangements for the team.

Daily tasks

• Process and distribute incoming and outgoing mail and correspondence.
• Answer and manage phone calls, emails, and other communications.
• Maintain and update filing systems, both physical and digital.
• Prepare and edit documents, reports, and presentations.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Manage office supplies inventory and place orders as needed.
• Assist with data entry and database management.

Essential duties and responsibilities

• Handle administrative tasks with local authorities, such as submitting applications for water supply connections and other necessary permits.
• Process online banking transactions, including payments, transfers, and account reconciliation, using e-banking platforms.
• Utilize SoftOne ERP system for tasks such as data entry, generating reports, and managing invoices.
• Assist with event planning, airticket reservations, and coordination as needed.
• Prepare and distribute correspondence, memos, reports, and other documents, ensuring accuracy and professionalism.
• Organize and maintain filing systems, both electronic and physical, ensuring accuracy and confidentiality of sensitive information.
• Run errands as needed, such as driving to visit local authorities, banks, and other organizations.
• Oversee and supervise building maintenance tasks, ensuring timely completion and adherence to quality standards. This includes:
  • Scheduling and coordinating routine maintenance and repairs.
  • Liaising with maintenance personnel and external contractors.
  • Monitoring maintenance budgets and expenses.
• Manage company vehicle maintenance, including:
  • Scheduling regular servicing and repairs.
  • Maintaining vehicle records and documentation.
  • Liaising with mechanics and service providers.
• Coordinate and schedule internal and external meetings, including preparation of agendas and meeting materials.
• Manage executive calendars and prioritize appointments to ensure efficient time management.
• Act as a liaison between management and employees, facilitating clear communication and information flow.
• Assist in the onboarding process for new employees, including preparation of welcome packages and coordination of orientation sessions.
• Manage travel arrangements for executives and team members, including booking flights, hotels, and transportation.
• Prepare expense reports and process reimbursements for staff members.
• Coordinate office events, team-building activities, and company celebrations.
• Assist in the preparation of presentations and reports for management and stakeholders.
• Maintain and update company policies and procedures documentation.
• Manage relationships with vendors and service providers, ensuring quality service and cost-effectiveness.

Qualifications:

• Bachelor's degree in Business Administration, Office Management, or a related field
• 6-8 years of overall working experience, with 4-6 years of relevant experience as a Secretary or Administrative Assistant
• Proven experience in office management and administrative support roles
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with SoftOne ERP system or similar enterprise resource planning software
• Excellent organizational and time management skills
• Strong attention to detail and ability to multitask effectively
• Exceptional written and verbal communication skills in both Greek and English
• Proficiency in handling e-banking platforms and financial transactions
• Valid driver's license and willingness to run errands as needed
• Experience in event planning and coordination
• Knowledge of basic accounting principles and practices
• Familiarity with Greek business regulations and administrative procedures
• Strong problem-solving skills and ability to work independently
• Excellent interpersonal skills and ability to interact professionally with all levels of management and external stakeholders
• Discretion and confidentiality when handling sensitive information
• Flexibility to adapt to changing priorities and deadlines
• Proactive approach to work and ability to anticipate needs before they arise

Required software knowledge

• SoftOne ERP system (familiar)
• Microsoft Office Suite (advanced)
• E-banking platforms (experienced user)
• Google Workspace (proficient)
• Adobe Acrobat Pro (basic knowledge)
• Project management tools (e.g., Trello, Asana) (familiar)
• Customer Relationship Management (CRM) software (basic understanding)

Good to have:

• Accounting software (e.g., QuickBooks, Xero)
• Digital signature platforms (e.g., DocuSign)
• Video conferencing tools (e.g., Zoom, Microsoft Teams)

Additional information

As a Secretary at WayMore, you will be an integral part of our dynamic team, contributing to the smooth operation of our office and supporting our mission to revolutionize marketing automation. Your role will be diverse and challenging, requiring you to leverage your extensive experience and skills to manage a wide range of administrative tasks.

You will be working in a fast-paced environment where attention to detail, efficiency, and the ability to prioritize tasks are crucial. Your strong organizational skills will be put to use as you manage multiple projects and deadlines simultaneously. Your role will involve interacting with various departments within the company, as well as external stakeholders, requiring excellent communication and interpersonal skills.

In this position, you will have the opportunity to contribute to the growth and success of WayMore by ensuring that our office operations run smoothly and efficiently. Your expertise in handling administrative tasks, managing communications, and coordinating with local authorities will be invaluable in supporting our business objectives.

As we continue to expand our presence in the marketing automation industry, your role will evolve, potentially offering opportunities for growth and increased responsibilities. We value employees who show initiative, are willing to learn, and can adapt to the changing needs of a growing company.

Your experience with financial transactions and account reconciliation will be particularly valuable as you work with our finance team to ensure accurate and timely processing of payments and expenses. Your proficiency in using e-banking platforms and the SoftOne ERP system will be essential in maintaining our financial records and generating reports.

The ability to handle confidential information with discretion is paramount in this role. You will be privy to sensitive company information and will be expected to maintain the highest level of confidentiality at all times.

Your role in overseeing building maintenance and vehicle management will contribute significantly to maintaining a safe and efficient work environment for all employees. Your attention to detail and ability to coordinate with various service providers will ensure that our office facilities and company vehicles are well-maintained and compliant with all relevant regulations.

As a senior level professional, we expect you to bring a wealth of experience and best practices to this role. Your insights and suggestions for improving administrative processes will be welcomed and valued. You will have the opportunity to implement efficient systems and procedures that can enhance our overall operational effectiveness.

At WayMore, we believe in fostering a collaborative and innovative work culture. As our Secretary, you will play a key role in maintaining this culture by facilitating communication, organizing team events, and ensuring that our office environment is conducive to productivity and creativity.

If you are a highly organized, detail-oriented professional with a passion for administrative excellence and a desire to contribute to a growing software company, we encourage you to apply for this position. Join us at WayMore and be part of our journey to transform the world of marketing automation!