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SaveUkraine

Executive Assistant

  • MS Word
  • MS PowerPoint
  • MS Excel
  • MS Office
  • MS Outlook
  • Знання офісних програм
  • Комунікабельність
  • Відповідальність
  • Організаторські здібності
  • Організованість
  • Дизайн
  • Організація логістики
  • Управління транспортною логістикою
  • Ділове спілкування
  • Ділове листування
  • Ведення звітності
  • Уміння працювати в режимі багатозадачності
  • Ініціативність
  • Лідерство
  • OfficeSuite
  • Гнучкість
  • Інтервʼювання
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Опис вакансії

Save Ukraine is looking for a highly organized and proactive Executive Assistant to provide direct support to the Executive Director. This role involves coordinating meetings and communications, managing schedules, handling executive tasks, and ensuring efficient day-to-day administrative operations. If you’re a detail-oriented professional with excellent multitasking and communication skills, we’d love to hear from you.

Key Responsibilities

  • Planning, coordinating, and supporting meetings, interviews, briefings, video shoots, and other events.
  • Managing the Executive Director’s calendar: planning, updating, and sending reminders for key events.
  • Preparing lists of meeting participants, including their contact details.
  • Sending invitations, organizing reminders, and collecting preliminary information from participants.
  • Taking minutes of meetings: documenting decisions, tasks, responsible persons, and deadlines.
  • Recording contacts and dates of upcoming meetings.
  • Sending meeting notes to all participants, including those absent.
  • Organizing travel logistics: booking transport, accommodation, preparing travel itineraries.
  • Preparing document packages for visa applications.
  • Communicating the Executive Director’s instructions to staff.
  • Monitoring the completion of assigned tasks within set deadlines.
  • Handling business correspondence, preparing letters, messages, and emails on behalf of the Executive.
  • Prioritizing incoming information and requests.
  • Translating documents and correspondence into English.
  • Preparing and formatting documents for internal and external use.
  • Organizing visits to the Executive, ensuring a welcoming and professional environment.
  • Participating in decisions regarding office design and arranging meeting locations.

Qualifications

  • Strong skills in Executive and Administrative Assistance.
  • Experience preparing expense reports.
  • Proven track record of executive-level support.
  • Excellent communication skills.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Strong organizational and multitasking abilities.
  • Ability to maintain confidentiality and handle sensitive information.
  • Bachelor’s degree in Business Administration, Communications, or a related field.

We Offer

  • The opportunity to work directly with the leadership of a mission-driven organization supporting thousands of Ukrainian families.
  • A dynamic work environment where initiative is valued.
  • A hybrid work format with flexibility.
  • Meaningful work with national and international impact.

How to apply

  • Please send your CV in English and a brief cover letter

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