Executive assistant

About the Position

We are seeking an Executive Assistant to support the Deputy Executive Director in Kyiv, Ukraine, with a hybrid work option. The role involves organizing the Deputy Executive Director's schedule, coordinating tasks, preparing meetings, and ensuring proper document flow. The Executive Assistant will interact with various teams, including administrative, IT, finance, legal, procurement, HR, and project teams. The role requires gathering necessary context, monitoring deadlines, and returning to work tasks promptly.

Responsibilities

• Maintaining and updating the Deputy Executive Director's work calendar.
• Planning internal and external meetings.
• Coordinating meeting times with participants, preparing agendas, and necessary materials.
• Collecting and organizing information for meetings and work discussions.
• Recording assignments, agreements, responsible parties, and deadlines.
• Monitoring task completion and preparing brief status updates for the Deputy Executive Director.
• Preparing draft letters, memos, cover letters, and other documents.
• Checking document completeness before approval or signing.
• Coordinating the approval, signing, and document transfer process.
• Processing incoming requests and gathering necessary context before forwarding to the Deputy Executive Director.
• Coordinating interactions between administrative, IT, finance, legal, procurement, HR, and project teams.
• Maintaining work registers, task lists, and document lists.
• Providing organizational support for business trips, external meetings, and work events.
• Updating internal instructions, contacts, and information related to the Deputy Executive Director's areas of work.

Requirements

• Experience as an executive assistant, administrative assistant, coordinator, or office manager.
• Higher or incomplete higher education.
• Proficient spoken and written Ukrainian.
• Confident use of Microsoft Outlook, Teams, Word, Excel, PowerPoint, OneDrive, and SharePoint.
• Calendar management, meeting organization, and document handling skills.
• Ability to structure large amounts of information and prioritize tasks.
• Attention to detail, systematic approach, and responsible attitude towards deadlines.
• Ability to communicate clearly, correctly, and amicably with colleagues and external partners.
• Willingness to independently clarify information and gather necessary context.
• Adherence to confidentiality and business ethics.

Nice to Have

• Experience in a non-profit organization, IT company, or project environment.
• Experience interacting with donors, partners, contractors, or government bodies.
• English language proficiency at the Intermediate level or higher.
• Experience with electronic document management systems.
• Experience in preparing meeting minutes and follow-up actions.
• Understanding of administrative, procurement, or contractual processes.
• Experience in organizing trips, events, or external meetings.
• Ability to prepare short informational reports and summaries for management.

We Offer

• Competitive compensation tied to the currency exchange rate.
• Work that contributes to the development of Ukraine.
• Professional team. Positive work atmosphere.
• Paid vacation and sick leave.
• Opportunities for professional growth.
• Office work in Kyiv and hybrid work option.

About the Company

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