Executive Assistant to the CEO

About the Position

Executive Assistant to the CEO

Nova Ukraine seeks a proactive, polished, and highly organized Executive Assistant to the CEO to provide direct operational and administrative support to the CEO as their primary principal, with secondary support to other C-suite executives as needed. Serving as a trusted strategic and organizational partner, the Executive Assistant to the CEO will protect executive time, manage complex global logistics, perform inbox triage, and maintain seamless operational continuity across international time zones.

Responsibilities

Calendar Management

• Proactively manage and optimize the CEO’s complex schedule, prioritizing competing demands, resolving conflicts, and ensuring proper meeting preparation.
• Maintain calendar alignment across Washington, DC, Kyiv, Ukraine, and European time zones.

Gatekeeping and Communication

• Serve as the primary gatekeeper and stakeholder liaison, managing incoming requests and conducting daily inbox triage.
• Draft, edit, and proofread high-level executive correspondence, briefing documents, and organizational communications adhering to Nova Ukraine’s templates, style guide, and confidentiality requirements.
• Represent the CEO and Nova Ukraine professionally with internal teams, board members, major donors, and external international stakeholders.

Meeting and Project Preparation

• Work with other members of the executive support team to coordinate board meetings, retreats, and strategic events.
• Prepare agendas, briefing materials, presentation decks, and other meeting documents.
• Record minutes, track action items, and follow up on assigned deliverables.
• Support special projects from planning through completion.

Logistics and Administration

• Plan and execute end-to-end domestic and international travel, including travel itineraries, accommodations, meeting logistics, and contingency plans, primarily across the U.S., Europe, and Ukraine.
• Handle expense reports, travel reimbursement, and administrative budget tracking for the CEO’s office in Salesforce.
• Maintain secure, organized digital filing systems for confidential organizational, donor, and executive records in Google Workspace.
• Collaborate within the administrative support model led by the Senior Executive Assistant.

Requirements

• Bachelor's degree in Business Administration, Political Science, International Relations, Communications, or equivalent professional experience.
• 5+ years of demonstrated experience providing executive-level support to C-suite leaders, preferably within a non-profit, international development, or other board-facing organizations.
• Proven track record coordinating logistics and schedules across multiple international time zones.
• Ability to travel domestically and internationally; a valid passport is required.
• Professional fluency in English is required.
• Advanced proficiency with calendar management and Google Workspace.
• Knowledge of Salesforce or other CRMs is highly preferred.
• Exceptional written and verbal communication, high discretion with confidential information, sound executive judgment, and keen attention to detail.

We Offer

• Competitive salary: $65,000 - $85,000 per year
• Full-time position
• Opportunity to work in Washington, DC and Kyiv, Ukraine

About the Company

Nova Ukraine is dedicated to making a positive impact in the world through its mission and initiatives. By joining our team, you will have the opportunity to contribute to meaningful work and be part of a dynamic, forward-thinking organization.

How to Apply

Please submit a resume and cover letter describing your relevant executive-support experience and interest in supporting Nova Ukraine’s mission. Your personal contribution will make a huge difference in achieving our goals and mission. Join us to change the world for the better together.

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