Administrative Assistant

Henley & Partners - The Firm of Global Citizens®; Kentucky; On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits

Global team & development

Job summary

Henley & Partners in the United States (Kentucky) seeks an Office Administrator to provide clerical support and ensure smooth operations across a global network. The role requires proven admin experience, strong time management, and the ability to multi-task in a fast-paced environment.

Candidates should be bilingual in Greek and English, hold an undergraduate degree in business or related fields, and be proficient with Word, Excel, PowerPoint, and CRM systems.

Qualifications

• 3+ years of office management experience.
• Native or bilingual Greek and business-level English.
• Strong written and verbal communication skills.
• Ability to work independently and within a team.
• Experience in international corporate settings with confidentiality standards.

Responsibilities

• Overseeing day-to-day office operations and vendor relationships.
• Collaborating with finance teams to handle local invoices and bills.
• Maintaining filing systems for documents and contracts.
• Managing calendar, meetings, travel, and expense claims.
• Welcoming clients and coordinating meetings with partners.
• Coordinating logistics for new hires and departures.
• Managing marketing collateral inventory and preparation of reports.
• Liaising with third-party providers for office upkeep.

Skills

Bilingual Greek & English

Strong communication

Time management

Independent + team work

Education

Undergraduate degree in business or related field

Tools

Microsoft Word

Microsoft Excel

CRM

PowerPoint

Job description

Joining Henley & Partners

As the leading global citizenship and residency advisory firm for over two decades, Henley & Partners helps clients navigate the complex landscape of investment migration and citizenship planning.

Why Choose Henley & Partners?

• Global Impact:Make a difference by helping individuals and families access new opportunities and secure a brighter future through alternative citizenship and residency options.
• Cutting-Edge Expertise:Join industry pioneers providing innovative solutions and exceptional service through an extensive international network.
• Dynamic Culture:Work in a multicultural and inclusive environment with over 40 offices worldwide, fostering collaboration and personal growth.
• Continuous Learning:Benefit from ongoing professional development, training programs, and industry conferences to enhance your skills.
• Impactful Projects:Engage in high-profile projects that shape the future of investment migration and global mobility.
• Work-Life Balance:Enjoy flexible working arrangements and benefits that support your well-being.

...but that's enough about us, let's talk about you!

The primary role of the Office Administrator is to provide administrative and clerical support to the office and team to ensure the efficient operation of the office by supporting a variety of tasks. Proven administrative experience is essential as well as good time management skills and the ability to multi-task and prioritize work is needed to ensure the delivery of broader organisational objectives and goals.

Responsabilities

• Overseeing day-to-day office operations, managing supplies, maintaining local vendor relationships (internet, utilities, office maintenance), and ensuring a professional environment.
• Collaborating with global/regional finance teams to handle local incoming invoices, scanning receipts, and ensuring local office bills are paid timely.
• Maintaining digital and physical filing systems for local real estate documents, client contracts, and general office paperwork in accordance with data privacy laws.
• Management of the Office's calendar, client visits and scheduling meetings, travel (flights/hotels), expense claims etc.
• Client/Intermediary handling including handling phone call inquiries, attending to office visitors, serving drinks and clearing of meeting room after visitors leave.
• Managing the logistics for new hires (setting up workstations, collecting local compliance paperwork) and coordinate logistics for departures/redundancies under the guidance of Regional HR.
• Welcome clients and accompany them when needed to external meetings with partners.
• Management of marketing collateral inventory including factsheet and business card ordering and packing of collaterals.
• Assist in the preparation of regular reports.
• Liaise with third party providers for general office upkeep (health and safety, fire safety, housekeeping etc).

Qualifications

• 3 years' + experience of office management
• Native or completely bilingual Greek and business-level English.
• Strong written and verbal communication skills
• Ability to work both independently and within a team environment
• Proficient in Microsoft Word, Excel, CRM and PowerPoint
• Experience working within an international corporate framework, a legal firm, high-end real estate, or professional services where strict confidentiality is the standard.
• Undergraduate degree in business, economics, marketing or other related disciplines.
• Proven track record of successfully building and nurturing multi-level client relationships
• Driving license required.

Join our team and be part of an organization that values innovation, fosters collaboration, and believes in the potential of its employees. We offer competitive compensation, comprehensive benefits, and a dynamic work environment that encourages growth and personal development.

We value your privacy and are committed to protecting your personal information. By applying to this vacancy, you confirm that you have read, understood, and agree to abide by our privacy policies. For more details about our Privacy Policy please visit: https://www.henleyglobal.com/privacy-policy