Administrative Assistant

About the Position

Def-tech company in Lviv, Ukraine is looking for an Administrative Assistant to support our Engineering leadership team. In this role, you will work closely with the Co-CTOs and the Chief of Staff, Technology - helping them stay focused on strategic priorities by managing schedules, coordinating communications, organizing meetings, and ensuring smooth day-to-day operations.

You will play a key role in enabling effective collaboration across teams while maintaining a high level of organization, confidentiality, and attention to detail.

The ideal candidate is proactive, highly organized, and comfortable working in a fast-paced technology environment - able to anticipate needs, manage multiple priorities, and communicate effectively with stakeholders at all levels.

Responsibilities

• Manage complex calendars, schedules, and meeting coordination for Engineering leadership
• Organize internal and external meetings, including preparing agendas, taking meeting notes, and following up on action items
• Coordinate leadership activities, team events, and cross-functional initiatives
• Support communication between Engineering leadership and internal stakeholders
• Arrange business travel, accommodation, and related logistics when required
• Prepare presentations, documents, reports, and other administrative materials
• Maintain confidential information with professionalism and discretion
• Track ongoing tasks, priorities, and deadlines to ensure timely execution
• Assist with improving administrative processes and supporting operational efficiency within the Engineering organization

Requirements

• 2+ years of experience as an Executive Assistant, Personal Assistant, Office Manager, or in a similar administrative support role
• Excellent organizational and time management skills with the ability to prioritize multiple tasks
• Strong written and verbal communication skills
• High level of attention to detail and accuracy
• Ability to work independently, take initiative, and anticipate business needs
• Experience coordinating meetings, calendars, and executive schedules
• Proficiency with Microsoft Office or Google Workspace tools
• Ability to handle sensitive and confidential information with discretion

Nice to Have

• Experience supporting senior executives in a technology or software company
• Familiarity with project management and collaboration tools (Jira, Confluence, Notion, Asana)
• Experience coordinating company events or leadership offsites
• Understanding of Agile environments or software development organizations
• Advanced presentation and document formatting skills

We Offer

• Official employment with a competitive salary and transparent cooperation terms
• 24 calendar days of paid vacation and paid sick leave
• Deferment from military service
• An atmosphere of trust, open communication, and leadership
• Support for initiative, ideas, and professional growth
• Compensation for educational and training programs
• English language classes
• Team buildings and corporate events in a collaborative environment

About the Company

Join us at the heart of Engineering leadership in a fast-growing technology company - where your organizational skills and initiative directly enable the team’s impact.

If you are someone who takes ownership, keeps things running smoothly, and thrives in a dynamic environment - we’d love to hear from you.