Administrative Manager

Posted 4 weeks ago

We are DEUS EX MACHINA, a technology company specializing in Artificial Intelligence (AI), Machine Learning (ML), and analytics. Our client roster includes Fortune 100 organizations and startups. At DEUS EX MACHINA, we strive to develop solutions that make a positive impact. We are passionate about building innovative solutions that empower our clients to succeed and grow. At the core of our successful track record are our people, our commitment to client success, and our desire to make an impact through a creative, focused, and a collaborative mentality.

Role Description:

DEUS is currently seeking a full-time Administrative/Office Manager to join our administration team in Thessaloniki. The successful candidate will be responsible for clerical and administrative support to provide an effective working environment given the business needs. In this role, you’ll interact with a talented team of Engineers, Developers, Data Scientists, and Bioinformaticians who are developing state-of-the-art technology products and solutions.

In your role as an Administrative Manager, you will oversee the overall administration, coordination, and well-being of the Thessaloniki office, and the overall company in general. We’re looking for an intermediate or senior-level administrator who will be the one to ensure we have a happy and productive workplace in Thessaloniki.

Role Responsibilities:

  • Be responsible for Thessaloniki office management, including ordering supplies, documenting expenses, coordinating with vendors and external service providers to ensure an obstacle-free office.
  • Oversee, coordinate, and execute day-to-day operations.
  • Participate and contribute in strategic planning sessions for the company, attend management meetings, support the company leadership to plan, develop, and implement the strategic plan.
  • Liaison with accounting and be in charge of projects and initiatives (e.g. ESPA programs) with our partners and vendors.
  • Support the recruitment/hiring process by coordinating with the HR Manager and our hiring staff.
  • Manage the daily/weekly/monthly agenda and arrange new meetings and appointments.
  • Facilitate the daily needs of the Thessaloniki team while they are working remotely.
  • Work closely and support the Athens Administration team.
  • Report to management and provide decision support.
  • Preserve company social presence (Facebook, LinkedIn, etc).

Required Qualifications:

  • BS in any field like Business Administration, Accounting, or relevant field.
  • Working experience as Office Manager, Administrative Assistant, Personal Assistant, or relevant positions.
  • Strong organizational and interpersonal skills.
  • Proficiency in MS Office and MS Excel.
  • Tech-savvy and innovative person.
  • People-oriented and results-driven.
  • Excellent verbal and written communication skills in English.
  • Competence to build and effectively manage interpersonal relationships.
  • Ability to work in a fast-paced multinational environment.
  • Experience and/or BS in Accounting or any significant account experience is a strong plus.
  • Ability to work from the office and act as the point of contact during this remote work period.

At DEUS EX MACHINA we welcome applications from candidates who might or might not tick all the boxes. If you possess an aptitude for learning and a can-do mentality, apply with your latest CV (in English) below.

Apply Online

A valid email address is required.

As part of any recruitment process, Deus Ex Machina collects and processes personal data relating to job applicants. The range of personal information that Deus Ex Machina needs and collects includes your name, address, contact details including email address and telephone number, details of your qualifications, skills, experience and employment history. Deus Ex Machina has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a position in the company. The ways we collect this information is through our job application form and from third-party recruitment companies that are also compliant with GDPR. Your information may be shared internally for the purposes of the recruitment process. This includes members of the HR and recruitment team, interviewers, managers and IT staff if access to the data is necessary for the performance of their roles. We will not share your data with third parties unless your application for employment is successful and we make you an offer of employment. In case you accept the offer, we will then share your data with our external accounting partners in order to complete your recruitment. Your data is securely stored on our systems which include emails, local and cloud storage units for no more than 12 (twelve) months for consideration for future employment opportunities. At the end of that period, or once upon your request via our contact form, your data will be deleted or destroyed. As a data subject, you have the right to access and obtain a copy of your data on request, require the organization to change incorrect or incomplete data, require the organization to delete or stop processing your data and object to the processing of your data where Deus Ex Machina is relying on its legitimate interests as the legal ground for processing. If you want to exercise any of these rights, you can contact us at or through our contact form. Full Privacy Policy