Caretta Research is expanding fast and looking for an experienced administrator to manage our day-to-day business operations, including sales administration, invoicing, travel and events, dealing with customer queries, and running our new office in Psiri, Athens. The successful candidate will be the cornerstone of a smooth-running business.
Candidates must have proven experience in office administration, have a proactive attitude, be self-motivated, and highly organised. They should be comfortable with using and learning office technology. They should be able to operate at a senior level with high-profile international clients, while dealing with sensitive and confidential information.
Candidates must be multilingual, speak and write excellent English, be confident on the phone and over email, and have excellent attention to detail.
The role will include a wide range of administration and operations tasks, including:
- Ensuring the smooth running of our office, including dealing with the landlord, arranging cleaning, utility providers, maintenance, office supplies, and security; identifying best-value suppliers and proactively identifying and resolving problems.
- Acting as a welcoming point of contact, for Caretta Research team members and customers, answering telephone enquiries, emails, and support messages from customers.
- Managing team administration, including recording holiday, sickness and exam leave, ensuring compliance with employment legislation and government reporting, arranging meetings, taking minutes.
- Supporting the sales process, including customer onboarding, requesting and providing company information to customers, tracking renewals and drafting documents using standard templates, and maintaining our CRM.
- Supporting the finance process, including requesting purchase orders from customers, raising invoices, chasing payments, processing invoices for bills and ensuring payment has been made, managing team expenses and receipts, and keeping accurate records in multiple currencies.
- Arranging travel and events, including booking flights and accommodation for team travel, customer hospitality, conferences and promotional events.
Additionally, the role will involve taking on other administrative and organisational tasks to support the business as required.
Candidates with experience of Google Workspace, CRM systems (specifically Hubspot) and finance/ERP systems (such as Xero) is a plus.
Requirements
- Demonstrable experience working in a similar operational or adminstrative role in an international organisation.
- Currently based in or near Athens.
- Fluent in English is a must. Other languages are a plus.
- Excellent communication and collaboration skills.
- Fluency in business tools such as Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.) or Google Workspace (Sheets, Slides, Docs etc).
- Must have a valid EU work permit and residency.
Our process for this application involves:
- An application form and CV (must be in English).
- Two 3-minute video questions.
- An initial interview with the hiring manager.
- A set of tests relevant to this role.
- A presentation of the findings and outcomes from the tests to the team at Caretta Research.
We aim to get successful candidates through the process within about 2-3 weeks.
Benefits
- Core working hours are Monday-Friday 9am-5pm, the position could be a part-time flexible working role.
- Competive salary depending on experience.
- Access to great technology and systems to streamline the work.
- Working with amazing people!
About Caretta Research
This is an opportunity to further a career in a fast-growing global team and help to shape our processes and success. Caretta Research is an innovative startup focused on technology buying research and has clients that include some of the world’s biggest technology suppliers and large broadcasters, platforms, and media companies.
Caretta Research was founded in 2020 by Rob Ambrose and Tom Morrod, both with a long track record and reputation in the industry. We are now a team of 15+ people, based in the UK, Greece and Portugal, with a global customer base. We're flexible and entrepreneurial in approach, and joining us now is a chance to be involved in a wide variety of consulting, technology and market research, helping to shape the business and sharing in the growth.
We're looking for someone who's diligent, has an impeccable attention to detail, has demonstrable time management and prioritisation skills, excellent interpersonal skills and is able to deal with people at all levels from all cultural backgrounds. You should be ambitious, inquisitive, able to work quickly and independently, and be an organised self-starter able to work alone as part of a virtual team in a collaborative, non-bureaucratic environment.
The ideal Caretta team member…
- cares - gaining respect by being trusted, conscientious and supportive
- has integrity — and is honest, candid and transparent
- is open-minded — curious to learn, self-aware to improve
- is confident — empowered to take decisions and communicate effectively
- is useful — solves problems and does awesome work
Caretta Research is committed to promoting equal opportunities in employment. You and any job applicants will receive equal treatment regardless of age, disability, gender identity, marital status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation.
Find out more about us