Rostering and Administrative Specialist

International Airport of Heraklion, Crete S.A. is currently looking for :

Rostering and Administrative Specialist

Provides administrative support to the Chief Operations Officer (COO) and rostering and administrative support to the Operations Division of the Company by managing schedules, preparing reports and presentations, handling confidential information and communications with regulatory and government authorities and by developing monthly rostering of staff on shift.

Role responsibilities:

• Provides high-level administrative support to the COO, including managing schedules, correspondence, appointments, and travel arrangements.
• Drafts, proofreads and handles documentation required for Operations, (which can be technical in nature), including reports, presentations, and correspondence related to Operational activities (including communication and coordination of information for regulators and government authorities).
• Organises, schedules and coordinates meetings and presentations, including logistics, meeting materials.
• Takes minutes during meetings and prepares the official minutes for distribution and follow-up actions.
• Handles phone calls, emails, and in-person inquiries directed to the COO, screening and prioritizing them as appropriate.
• Maintains and updates records, contracts and other similar documentation including confidential documents.
• Assists with monitoring Operational performance measures including complaints.
• Assists in preparing for any operational audits, such as from regulators, authorities or airlines.
• Provides administrative support for Operational projects, as directed by the COO.
• Assists in recruitment, onboarding and training of new staff within the Operations management team.
• Performs general office tasks, such as managing office supplies, coordinating planned/annual leave schedules across the department.
• Provides Administrative support to the Directors across the Operations department, including coordination of meetings, appointments and travel arrangements.
• Creates and manages staff rosters for the various operations departments, such as security, aviation operations and customer services, considering requirements for operational need, annual leave and cover for unscheduled leave and mandatory training needs.
• Handles, together with the management team, staff queries regarding rosters
• Ensures adequate staff are available during peak times, both on the day of operation as well as seasonal peaks to maintain operational efficiency. 
• Ensures rosters overtime minimization.
• Monitors and analyzes overtime usage.
• Supports the Operations team with any need for additional seasonal staff during peak periods. 
• Optimises seasonal staff costs through efficient scheduling of onboarding and release of staff.
• Processes and approves shift staff leave and maintains accurate records of leave balances, sick days and unauthorized absences.
• Monitors shift coverage and coordinates with management and supervisors to address absences.
• Coordinates with HR and training department for the training schedule and accuracy of training records.
• Provides administrative support during crisis and emergency events and helps/ supports clear communications between departments and stakeholders during such events.

Requirements:

• High school diploma or equivalent required.
• Bachelor’s degree or associate in business administration, communications, or a related field shall be considered a plus.
• Proven experience of at least 5 years in rostering/scheduling role, executive secretary, administrative assistant, or in a similar role, preferably within the aviation industry.
• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Exceptional written and verbal communication skills in Greek and English, with the ability to prepare professional documents and correspondence.
• Familiarization with resource or workforce management tools.
• Familiarity with the aviation industry, particularly with operations, and an understanding of aviation regulations would be beneficial.

 Competencies:

• Excellent organizational, multitasking and time-management skills.
• Strong attention to detail and accuracy, particularly with confidential information.
• Ability to work independently and collaborate effectively with cross-functional teams.
• Flexibility, discretion and an ability to adapt to complex, fast-paced, changing environments.
• Ability to work under pressure and at times, irregular hours.
• Discretion and professionalism in handling sensitive information.