Executive Assistant

At Berg Search, we are committed to helping innovative companies thrive by delivering top-tier talent solutions. With deep expertise in recruiting for tech, marketing, and other critical roles, we connect ambitious companies with the right talent to accelerate growth. Founded by experienced entrepreneurs, we know that the right hire makes all the difference.

On behalf of our client, a fast-growing AI technology company transforming the maritime industry, we are currently hiring for an Executive Assistant based in Athens, Greece.

The company’s platform helps ships navigate more safely and efficiently by providing advanced situational awareness and decision support to bridge crews. Today, leading shipping companies around the world trust its technology to improve safety, optimize operations, and drive digital transformation across their fleets. As the company continues to grow globally, it is looking for a highly organized and proactive Executive Assistant to support its VP of Sales and help keep day-to-day operations running seamlessly.

About the role:

This role is ideal for someone who thrives on organization, enjoys creating structure in fast-paced environments, and takes pride in staying one step ahead. As the Executive Assistant to the VP of Sales, you’ll be responsible for managing administrative priorities, coordinating schedules, organizing travel, and ensuring that meetings, events, and communications are planned and executed efficiently. You’ll become a trusted partner who helps maximize productivity and enables the Sales organization to operate at its best.

What you'll do:

• Calendar management: ensuring it remains optimized and well-planned, with visibility and organization across the next four rolling weeks.
• Coordinate meetings with customers, partners, and internal stakeholders across multiple time zones.
• Arrange domestic and international business travel, including flights, hotels, transportation, visas when needed, and detailed itineraries.
• Manage receipts, expense reports, and travel documentation in a timely and organized manner.
• Coordinate Quarterly Business Reviews (QBRs) and other large meetings or events, including scheduling, logistics, agendas, materials, and follow-up.
• Collect presentations, updates, and input from cross-functional teams to prepare executive meetings and customer engagements.
• Handle a variety of administrative tasks, ensuring deadlines are met and information is organized and easily accessible.
• Proactively identify scheduling conflicts and recommend improvements to maximize efficiency.
• Act as a reliable coordination point between the VP of Sales and internal teams.

Who you are:

• Previous experience as an Executive Assistant or similar role.
• Exceptional organizational and time management skills with outstanding attention to detail.
• Strong ability to prioritize multiple tasks in a dynamic, fast-moving environment.
• Excellent written and verbal communication skills in English.
• Experience working directly with external clients, ideally in B2B.
• High level of discretion and professionalism when handling confidential information.
• Comfortable working independently with minimal supervision.
• Strong proficiency with Google Workspace (Calendar, Gmail, Docs, Sheets, Slides) and Microsoft Office.
• Experience coordinating international travel and managing executive calendars is highly preferred.

The qualities you’ll bring:

• Highly proactive and able to anticipate needs before they arise.
• Naturally organized and enjoys bringing order to complexity.
• Resourceful, dependable, and solution-oriented.
• Comfortable working with senior leadership and interacting with customers and partners.
• Calm under pressure and able to adapt quickly to changing priorities.

Position Details:

• Full-time position
• Based in Athens, Greece
• Fully remote, with occasional in-person requirements