For which tasks (responsibilities)?
Administrative Support: Provide administrative assistance to two executives, including managing schedules, arranging appointments, coordinating travel arrangements, and preparing documents and presentations.
Meeting Support: Coordinate and support meetings, including scheduling, preparing agendas, taking minutes, and following up on action items.
Calendar Management: Maintain and organize executives’ calendars, ensuring all appointments, meetings, and deadlines are accurately recorded and efficiently managed.
Document Preparation: Prepare and edit various documents, reports, and presentations as required by the executives, ensuring accuracy and professionalism at all times.
Travel Coordination: Arrange travel itineraries, including flights, accommodations, and transportation, ensuring smooth logistics and timely arrangements.
Personal Assistance: Assist in organizing and managing various personal tasks and routines for the executives, such as scheduling personal appointments, managing household matters, and handling personal correspondence.
Business Support: conduct different tasks related to information search and analysis as well as industry news analysis and updates.
Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times.
What kind of professional are we looking for?
– A minimum of 1 year of experience in an administrative or executive support role.
Language Skills:
– Fluency in English, Spanish, and Ukrainian (written and verbal).
Organizational Skills:
– Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
Communication:
– Excellent communication and interpersonal skills, with a professional and courteous demeanour.
Tech Proficiency:
– Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and other relevant software applications (Google Sheets/Google Calendar), experience with GPT chat is a plus.
Adaptability:
– Ability to work in a fast-paced environment, handle multiple tasks simultaneously, and adapt to changing priorities.
Discretion:
– Demonstrated ability to handle confidential information with discretion and professionalism.
Attention to Detail:
– Meticulous attention to detail and accuracy in all work tasks.
Preferred Qualifications:
Bachelor’s Degree:
– Business Administration, Communications, or a related field is preferred but not required.
Previous Executive Support Experience:
– Prior experience supporting executives or high-level management personnel is advantageous.
Multitasking Skills:
– Proven ability to multitask and manage multiple projects simultaneously.
Problem-Solving Skills:
– Strong problem-solving skills with the ability to anticipate needs and proactively address issues.
What is important for us in a person?
Finances : basic knowledge of accounting and business finances is a plus
Tools : knowledge of Jira and Confluence is a plus
Experience and work within international companies
Why do we enjoy working here?
We take pride in offering a range of benefits and opportunities to our employees, which include but are not limited to:
— Flexible working hours and workplace, enabling our team members to achieve a healthy work-life balance.
— Paid vacation of 20 workdays per year; 5 workdays of sick leave per year.
— Unlimited day-offs for personal matters (unpaid).
— Paid benefits of choice, designed to meet the unique needs of each employee.
— A personal development plan (English speaking club, skills training, and access to our Education office — an education hub with internal and external experts and mentorship programs.)
— Structured processes and tools — corporate Confluence, to ensure effective communication and collaboration within the company.
— An open-minded management style that fosters transparency and constant sharing of company strategy and plans.
— Performance-based reviews that recognize and reward the contributions of our team members.
— Stress management measures, including 1-1 meetings, transparent communication, and feedback culture.
— Corporate team-building events, marathons, and online challenges that promote teamwork and healthy competition.
— Family-friendly environment, where we celebrate important personal milestones, such as the birth of a child or wedding, with congratulatory gifts.
Finance Communication Calendar Management Bachelor’s Degree confidentiality Problem-solving Attention to details Executive Assistant Personal Assistant (PA) Adaptability Documentation management Organizational skills