HR / Operations Assistant

Who are we?

TOPOSOPHY is one of Europe’s leading agencies in place making and marketing. Whether we’re developing a destination master-plan, a study on the latest consumer trend on travel or delivering a placemaking workshop, we like to bring together all the talents of our diverse team and pride ourselves on delivering outstanding quality for our clients.

Since our inception in 2010, we’ve expanded our portfolio of clients and projects, as well as our horizons for the future.

Would you like to join?

What are we looking for?

We are looking for a reliable and highly organized Administrative / Operations Assistant to support the leadership team in administrative, organizational, and personal tasks. The ideal candidate will thrive in a fast-paced environment and contribute to the effective day-to-day management of the office. This role ensures clear communication, structured planning, and seamless coordination across the organization, while also covering aspects of executive and personal assistance.

What will you do?

People Operations & HR Support

• Coordinate the onboarding and offboarding process to ensure a smooth experience for employees.
• Assist with recruitment tasks, including posting job ads, screening resumes, and scheduling interviews.
• Manage employment contracts, personnel files, and employee records in internal HR systems.
• Administer employee benefits such as health insurance, leave policies, meal vouchers, and corporate phone plans.
• Track time-off, remote work, and well-being programs.
• Ensure compliance with labor laws, internal policies, and confidentiality regulations.
• Support the implementation and communication of HR policies and procedures.
• Coordinate performance management and appraisal processes in collaboration with senior management.
• Organize and monitor training and development initiatives, tracking attendance and evaluating effectiveness.

Team Coordination & Support

• Act as a liaison between team members and departments to ensure effective communication and task alignment.
• Provide general support to team members by assisting with administrative or operational needs.
• Plan and execute team-building activities to foster collaboration and improve morale.
• Collect and manage team feedback, and support the implementation of improvements.
• Facilitate cross-functional collaboration and communication across departments.

Digital Tools & Platform Administration

• Manage core collaboration and productivity platforms at an admin level, including Slack, Monday.com, Google Workspace, and LastPass.
• Oversee user onboarding/offboarding, access controls, and system configurations.
• Ensure compliance with security policies and provide user support and troubleshooting.
• Maintain internal documentation and deliver training on tool usage and best practices.
• Support operational workflows by aligning tools with project and team needs.

Meetings & Project Support

• Organize and facilitate team meetings, including preparing agendas, taking minutes, and following up on action items.
• Support team and company projects by tracking progress, coordinating stakeholders, and monitoring deadlines.
• Oversee the allocation and availability of shared team resources to ensure operational efficiency.

General Administration & Documentation

• Maintain and organize company files, records, templates, and internal databases.
• Prepare internal reports, presentations, and project-related documentation.
• Conduct background research and summarize findings as needed.
• Ensure consistency, clarity, and accuracy in internal documentation, tools, and standard operating procedures.

Requirements

What experience should you have?

• At least 2 years of experience in team coordination, HR administration, or internal operations support.
• Proven ability to manage onboarding/offboarding, employee records, benefits, and internal HR processes.
• Excellent communication and interpersonal skills, with fluency in both English and Greek (written and spoken).
• Strong organizational, multitasking, and time management abilities in fast-paced environments.
• High attention to detail and accuracy in documentation, reporting, and internal communication.
• Proficiency in Google Workspace (G-Suite), and familiarity with digital platforms such as Slack, Monday.com, and time-tracking or HRIS too