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About the role
Key responsibilities & impact- Run day-to-day operations covering suppliers, contracts, office and equipment, software subscriptions and accounts, and conference/project-meeting travel.
- Track company-wide deadlines and commitments through to completion.
- Organise company records and documentation.
- Own HR administration end-to-end, including onboarding/offboarding, employment records, contract coordination, ΕΡΓΑΝΗ declarations and leave tracking.
- Support recruitment through job postings, candidate communication, interview scheduling and applicant-tracking-system administration, with GDPR-compliant candidate-data handling.
- Support onboarding, internal events and knowledge-sharing sessions.
- Handle invoicing, payments, expense tracking and supporting documentation.
- Serve as the main contact for external accounting and payroll partners.
- Maintain accurate, audit-ready financial records.
- Support administrative and financial management of EU and nationally funded projects, including timesheets, cost tracking and periodic-report/audit documentation.
- Help prepare and submit proposal documents on EU and national funding portals, coordinating deadlines and paperwork with engineers and researchers.
- Handle correspondence with partners, suppliers, public bodies and candidates in Greek and English.
- Work closely with Deeplab leadership and external accounting partners to improve lean, effective processes.
Requirements
What you’ll need- 3–5 years of relevant experience in operations, administration, HR or accounting support, ideally in a small company, startup, research organisation or consultancy where you covered a broad range of responsibilities. What matters most is that you've owned processes end-to-end and improved them along the way.
- A degree in business administration, economics, accounting, HR or a related field, or equivalent practical experience.
- Working familiarity with Greek administrative and HR processes (e.g., ΕΡΓΑΝΗ, myDATA, ΕΦΚΑ) and experience working alongside an external accountant.
- Independent, critical thinking: you understand the purpose behind a task, spot what's missing or inconsistent, and come back with a well-reasoned proposal.
- Hands-on use of AI tools (e.g., ChatGPT, Claude, Copilot) in your daily work, such as drafting, summarising, organising information and automating repetitive tasks, together with the judgement to check what they produce. No technical background is needed; curiosity and the drive to keep learning are what count.
- Strong spreadsheet skills (Excel or Google Sheets) and comfort with digital tools in general.
- Precision with numbers and details.
- Excellent written and spoken Greek and English.
- Discretion with confidential personnel, financial and partner information.
- Strong plus: Experience with the administrative or financial side of Horizon Europe or ΕΣΠΑ-funded projects.
- Strong plus: Experience with an applicant tracking system (e.g., Workable) or HR software.
- Strong plus: Experience automating workflows (advanced spreadsheets, Zapier/Make, simple scripts), or a genuine interest in learning how.
- Strong plus: Experience in a research, tech or scientific environment.
Benefits
Comp & perks- Supplementary private health insurance.
- Flexible working hours and remote work opportunities.
- Budget for home office equipment and productivity.
- Personal development budget and knowledge-sharing sessions.
- Newly designed and inspiring office environment.
- Competitive salary based on experience and qualifications.