Office manager

Office Manager / Executive Assistant

Kyiv, Office, full time

We are seeking an experienced Office Manager to join our Family office team in Kyiv, who will collaborate with our offices in Cyprus, UAE, UK as well.

Key Responsibilities:

• Ensure smooth office operations, organize workflows, and coordinate communication with other departments, suppliers, and courier services. Handle administrative tasks, maintaining a positive work environment.
• Manage incoming and outgoing documents, maintain electronic records, and ensure proper archiving and systematic organization of office documents. Oversee internal document circulation, personal records, work contracts, and ensure proper tracking of receipts, service records, and warranties.
• Handle incoming and outgoing mail, packages, and deliveries through courier services or directly with drivers. Communicate with suppliers, clients, and external partners. Coordinate driver schedules, plan tasks, and ensure execution. Manage communication with suppliers and handle online orders and reservations.
• Ensure the office is equipped with necessary supplies, including cables, stationery, water, snacks, and flowers. Track and maintain office furniture and equipment, organize repairs, replacements, and prompt resolution of technical issues.
• Coordinate meetings, including online setup, greeting guests, organizing coffee breaks, and ordering business lunches. Prepare meeting rooms, organize business trips, and assist with logistics. Provide support for external conferences, meetings, or other events as needed.
• Track office-related expenses, submit monthly reports and receipts, and collaborate with the accounting department on financial matters related to office operations.
• Coordinate work with couriers, cleaners, and other departments, addressing administrative needs and supporting staff in organizing their work processes.
• Handle any additional administrative tasks that arise to ensure the smooth functioning of the office.
• Handle any additional Executive Assistant tasks that come from time to time.

Requirements:

• Proven experience as an Office Manager, Executive Assistant, or similar role, with the ability to manage office and personal tasks efficiently.
• Strong organizational skills, attention to detail, and the ability to prioritize tasks effectively.
• Excellent document management skills, including organization, storage, and tracking of critical documents.
• Strong communication skills, both verbal and written, for effective collaboration with teams and external partners.
• Valid driver’s license and ability to handle transportation-related tasks (will be a plus but not required)
• Proficiency in office software, and experience with administrative tools.
• Problem-solving skills with a proactive, hands-on approach to addressing office and personal tasks.
• Ability to maintain confidentiality and professionalism when handling sensitive information.
• Intermediate level of English is required.

From Monday to Friday (9 till 18), sometimes on weekends (not often).

Office (Dorogozhychi)

Trial period — 3 months. Оlena