Executive Personal Assistant

Position Overview:

We are seeking a highly skilled and discreet Executive Personal Assistant to support our CEO in both professional and personal capacities. This role requires an exceptional communicator, a meticulous organizer, and a proactive problem-solver who can operate with a high degree of independence and confidentiality. The ideal candidate is career-driven, poised under pressure, and capable of navigating both business and private matters with professionalism and tact.

Key Responsibilities:

• Manage the CEO’s calendar, including scheduling meetings, appointments, and travel
• Handle all incoming and outgoing calls — business and personal — with discretion
• Oversee personal errands and family-related tasks on behalf of the CEO
• Maintain organized and up-to-date digital and physical filing systems
• Prepare, manage, and monitor spreadsheets, reports, and administrative documentation
• Conduct quote comparisons and liaise with vendors and service providers
• Make timely follow-ups and ensure task execution with a results-oriented approach
• Anticipate the CEO’s needs and remain one step ahead at all times
• Oversee HR-related matters for a small personal team (approximately 5 staff), including hiring, payroll, and performance management
• Handle confidential banking, finance, and administrative transactions
• Draft and manage professional correspondence and high-level communications
• Support public relations interactions and represent the CEO as needed
• Maintain a high standard of punctuality, structure, and operational efficiency

Required Qualifications:

• Minimum 3 years' experience in a similar Executive or Personal Assistant role
• Exceptional organizational, filing, and administrative skills
• Impeccable written and verbal communication skills in English and Ukrainian
• Demonstrated ability to manage sensitive matters with discretion and diplomacy
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook) and file systems
• Strong interpersonal skills and a polished, professional demeanor
• Must reside within Kyiv city limits and be available for in-person duties as required
• Career-focused, with a long-term commitment to supporting a high-level executive
• Proven ability to manage small teams and personnel-related tasks

Preferred Attributes:

• Background in human resources or office administration
• Familiarity with handling payroll, banking, and vendor coordination
• Experience in public relations or executive-level communication
• Local knowledge of Kyiv service providers and administrative systems

This is a critical, high-trust role for a professional who excels behind the scenes. If you’re looking to work alongside a driven CEO and make a meaningful impact in a dynamic environment, we invite you to apply.