As Administrative Manager to the Chairwoman at PHĀEA, you provide high-level administrative, operational, and coordination support to the Chairwoman’s Office. The role is central to ensuring the smooth day-to-day functioning of the office, managing priorities, communications, meetings, travel, documentation, and follow-ups with discretion, structure, and professionalism.

Working closely with the Chairwoman and senior stakeholders across the organization, you will help coordinate strategic initiatives, support cross-functional projects, and ensure that information, tasks, and priorities move forward in a timely and well-organized way. This position plays an important role in enabling focus, alignment, and operational excellence for the Chairwoman’s Office and the broader PHĀEA organization.

About Phāea

PHĀEA is a leader in the Greek hospitality industry, bringing an authentic approach to experiential travel and luxury – one that is inspiring yet effortless, elevated yet conscious, highly curated yet understated.

Born in Crete, PHĀEA comprises a collection of properties – Phāea Blue, a member of SLH, Phāea Cretan Malia, a member of Design Hotels, Village Heights Resort and Koutouloufari Village Holiday Club. These properties blend bold design, responsible living, and authentic experiences, immersing visitors in the genuine Greece. PHĀEA is expanding to introduce undiscovered Greek destinations into its portfolio.

Together, we are on a journey of learning and evolution, where every day is an opportunity to develop new skills, to embrace new experiences, and to take another step forward towards our vision of an altogether kinder hospitality.

At PHĀEA, we apply principles of equal treatment and equal opportunities and are committed to creating a working environment that promotes respect, diversity, and inclusion.

PHĀEA is proud to be Great Place To Work® – Certified™, reflecting our commitment to an inclusive, welcoming and people-centered work environment.

Culture Fit

• Contribute to the curation of extraordinary, guest-centric, luxury and meaningful travel experiences that tell the story of a truer, more timeless Greece.
• Contribute to a culture of collaboration by crafting authentic relationships and encouraging personal and professional growth.
• Engage with and support the values of PHĀEA – Consciousness, Innovation and Community – through your day-to-day work and your interaction with team members and guests.

Job Fit - Responsibilities

• Manage the Chairwoman’s calendar, meetings, appointments, and engagements, ensuring her time is organized effectively and aligned with key priorities.
• Handle communications on behalf of the Chairwoman, including emails, calls, correspondence, and follow-ups related to internal and external matters.
• Coordinate complex travel arrangements, business trips, and relevant logistics for the Chairwoman.
• Support the smooth operation of the Chairwoman’s Office, including documentation, filing systems, administrative processes, office needs, and vendor coordination.
• Process receipts, invoices, and other documentation related to the Chairwoman’s responsibilities and strategic initiatives.
• Prepare and organize meeting materials, including agendas, presentations, reports, and briefing documents.
• Attend selected key meetings, take minutes, track action items, and follow up with relevant stakeholders to ensure progress and alignment.
• Act as a key point of contact between the Chairwoman and internal departments, external partners, clients, and other stakeholders.
• Maintain strong working relationships across teams, supporting clear communication, coordination, and information flow.
• Support the monitoring and coordination of projects under the direction of the Chairwoman, tracking timelines, actions, progress, and deliverables.
• Conduct research, gather information, and provide administrative or analytical support to assist decision-making and project implementation.
• Handle sensitive and confidential information with the highest level of discretion and professionalism.
• Provide support for selected external meetings, business functions, or events when required, ensuring smooth coordination and on-site assistance.

Requirements

• Bachelor’s degree in Business Administration or a related field.
• 3–5 years of experience in project management, executive support, administration, or consulting.

• Strong organizational and time-management skills, with the ability to multitask and prioritize effectively.
• Excellent verbal and written communication skills in both Greek and English.
• Proficiency in Microsoft Office Suite and productivity/project management tools.
• High level of discretion, confidentiality, professionalism, and attention to detail.
• Ability to work closely with senior stakeholders and manage multiple priorities in a dynamic environment.

Nice-to-Have

• Background in the hospitality sector.
• Experience in handling complex travel arrangements and event planning.
• Familiarity with business administration and finance.
• Adaptable and flexible mindset with a focus on continuous improvement.

Benefits

What we offer

• Comprehensive hospitality and department-specific training.
• Qualification-Linked Compensation Package.
• Opportunities for career advancement.
• Supportive and welcoming work atmosphere.
• A wide variety of benefits.