pa & operations coordinator

Intellectica is recruiting an experienced and highly skilled PA & Operations Coordinator on behalf of its client, a leading medical aesthetics and regenerative medicine group headquartered in Glyfada, operating under an on-site work model. The company is renowned for its innovative treatments, clinical excellence, and commitment to enhancing natural beauty and well-being. Based in Glyfada, Attica, this role reports directly to the CEO and plays a central role in the organization, coordination, and optimization of the clinic’s operations, ensuring efficient day-to-day performance and sustainable long-term growth.

Key activities and responsibilities of this role include:

• Ensure the efficient day-to-day operation of the clinic by coordinating administrative, operational, and business support activities

• Manage and coordinate the daily schedules and business calendars of the CEO, ensuring effective planning, prioritization, and seamless appointment management

• Oversee procurement activities, supplier relationships, pricing, purchase orders, and inventory to ensure the timely availability of materials and uninterrupted business operations

• Coordinate the allocation, availability, and management of medical equipment and office assets, collaborating with both internal teams and external partners across office and storage facilities

• Process, monitor, and maintain customer orders while ensuring accurate data entry and record management within ERP and CRM systems

• Provide comprehensive administrative support to the Sales team, including coordinating follow-up activities with Sales Consultants and supporting daily commercial operations

• Prepare and maintain monthly business and operational reports, including sales performance, collections, consultant productivity, and other key performance indicators (KPIs) to support business decision-making

• Act as the primary coordination point between departments, facilitating effective cross-functional communication and ensuring the timely execution of operational initiatives

• Oversee daily office management activities, including facilities coordination, vendor management, and office maintenance, ensuring a safe, organized, and professional working environment

• Any other task that may be required from time to time

Professional experience & qualifications of a successful candidate:

• Bachelor’s degree in Business Administration, Economics, or a related field

• A minimum of 6 years of professional experience in operations, administration or coordination roles, ideally within a small to medium-sized business environment

• Excellent knowledge of ERP and CRM systems; experience with SAP will be considered an asset

• Proficiency in Microsoft Office applications, such as Outlook, Excel, Word

• Fluent in Greek with professional-level English communication skills

Core competencies of a successful candidate:

• Detail-oriented and structured thinker

• Leadership capability, defining priorities and driving effective execution

• Discreet, ethical, and trustworthy

• Solution-driven with a process mindset and strong organizational skills

• Able to communicate clearly across teams

• Proactive, reliable, and hands-on