Administrative Assistant

About Us

House of Shila is a growing hospitality and real estate group based in Athens, managing a portfolio of boutique hotels, short-term rental properties, and active development projects. We are a small, fast-moving team where initiative, reliability, and attention to detail make a real difference.

We are looking for an organised and proactive Administrative Assistant to join our team and provide structured, reliable support across our operations.

The Role

This is a full-time, office-based position in Thiseio, Athens, reporting directly to the Projects & Operations Manager. You will be the administrative backbone of the team—keeping things organised, well-documented, and running smoothly across multiple business areas simultaneously.

Key Responsibilities

• General office administration and day-to-day operational support
• Calendar management, meeting scheduling and travel arrangements
• Administrative support to the Projects & Operations Manager across all operational and project-related activities
• Executive support to the CEO, including confidential administrative matters requiring the utmost discretion
• Billing and utility tracking (electricity, water, internet, telephone) across all company entities
• Filing and organisation of contracts, invoices and company records
• Maintaining company records across Asana, Google Workspace and other internal systems
• Supporting the implementation, maintenance and documentation of Standard Operating Procedures (SOPs) and operational processes
• Manage office facilities and administrative resources
• Coordination with suppliers and service providers
• Coordinate procurement requests, obtain supplier quotations, prepare purchase documentation, and follow up on purchases and deliveries through to completion
• Prepare employment documentation and maintain employee records
• Coordinate employee onboarding and offboarding processes
• Support recruitment administration throughout the hiring process
• Coordination with external IT providers for office equipment and user requests
• Maintaining and updating trackers, spreadsheets and internal reports
• Supporting active projects with administrative coordination as needed

What We Are Looking For

• Previous experience in an Administrative Assistant, Office Administrator, or similar role
• Fluent in both Greek and English—written and spoken—this is a strict requirement, as the majority of internal and external communications are conducted in English
• Proficient in Microsoft Office (Word, Excel, Outlook); familiarity with Google Workspace and Asana is considered an advantage
• Exceptionally organised, with strong attention to detail
• Able to manage multiple priorities and shifting deadlines without losing composure
• Highly discreet and professional by nature—comfortable handling sensitive and confidential information with complete reliability
• Proactive and self-managed—someone who anticipates needs rather than waiting to be directed
• Strong organisational and process-oriented mindset, with the ability to improve and maintain administrative systems
• A natural team player who communicates clearly and works comfortably across departments
• Comfortable in a fast-paced, entrepreneurial environment where no two days are identical

What We Offer

• A permanent, full-time position in a dynamic and growing company
• A central Athens office location in Thiseio
• Direct exposure to a broad range of business functions—hospitality, real estate, procurement, HR, operations and project management
• A collaborative team environment where your contribution is visible and valued