Administrative assistant

The Opportunity: Administrative Assistant for PEJ

PEJ seeks a highly organized, proactive, and dependableAdministrative Assistant to provide comprehensive administrative, logistical, and operational support to the Ukraine Legal and Program Director (LPD).

The Administrative Assistant will play a critical role in ensuring the smooth functioning of daily operations, supporting program delivery, managing documentation and workflows, coordinating logistics, and serving as a key administrative point of contact for the Ukraine program.

The position is based in Kyiv, with work conducted primarily online. Regular availability for in-person administrative and logistical tasks in Kyiv is required.

The Administrative Assistant will report directly to the Ukraine LPD and work closely with both Kyiv-based and international team members.

Requirements:

Required:

• Must be based in Kyiv, Ukraine. The role is mostly remote with some in-person tasks.
• University degree in administration, management, social sciences, law, or a related field.
• At least 2 years of relevant administrative, operational, or office support experience.
• Strong organizational and time-management skills.
• Reliability, discretion, and professionalism.
• Ability to work independently and proactively in a remote environment.
• Proficiency in Microsoft Office / Google Workspace.
• Fluency in Ukrainian and advanced English proficiency required.

Preferred:

• Previous administrative or office support experience (paid or volunteer).
• Experience supporting NGOs or international organizations.
• Familiarity with online document management systems.
• Comfortable with occasional in-person tasks in Kyiv. Candidates with a driving license are preferred.

Responsibilities:

Key Deliverables:

• Reliable, high-quality administrative and operational support to the Ukraine Legal and Program Director, ensuring efficient daily workflow and task prioritization.
• Well-organized, up-to-date digital and physical administrative records, maintained in accordance with PEJ policies and SOPs.
• Effective coordination of meetings, schedules, and calendars, including preparation of agendas and concise meeting notes.
• Strong logistical and administrative support for missions (including the planning and preparation), trainings, workshops, events, and partner engagements.
• Timely and accurate completion of in-person administrative tasks in Kyiv, including document handling and logistical coordination.
• Improved administrative systems and processes that enhance efficiency and team coordination.

Key Responsibilities:

Administrative & Operational Support

• Manage calendars and coordinate internal and external meetings across time zones.

• Prepare agendas, take meeting notes, and track follow-up actions.

• Draft, format, proofread, and organize internal documents, correspondence, and reports.

• Maintain structured digital filing systems in line with PEJ standards.

• Provide administrative support related to travel planning, reimbursements, and documentation.

• Perform data entry, tracking, and administrative record-keeping as required.

• Act as a reliable administrative focal point for the Ukraine program.

Documentation, Compliance & Information Management

• Collect, organize, archive, and retrieve administrative and operational documents.

• Support procurement processes, including preparing documentation and maintaining vendor records.

• Assist in compiling administrative inputs for donor reports, internal updates, and audits.

• Ensure confidentiality and secure handling of sensitive information.

Logistics & In-Person Support (Kyiv-Based)

• Collect, deliver, and submit documents within Kyiv.

• Coordinate scanning, printing, notarization, and certification of documents as needed.

• Support logistical arrangements for in-person meetings, trainings, and partner engagements.

• Liaise with service providers, couriers, and local vendors when required.

Team Coordination & Communication

• Communicate clearly, professionally, and promptly with PEJ staff, consultants, and partners.

• Support coordination between Kyiv-based staff and remote international teams.

• Participate in team meetings and contribute to improving administrative systems and workflows.

• Anticipate administrative needs and propose practical solutions.

How to Apply:

Email recruitment @ projectexpeditejustice. org (remove spaces) with «Application: Administrative Support» in the subject line, and attach:

• CV/resume (maximum of two pages);
• Cover letter.

Here is our Careers Page: https:// www. projectexpeditejustice. org/work-with-us/ administrative-assistant

Applications will be reviewed on a rolling basis. We are looking to hire someone by January 2026 and can offer a contract until April 30, 2026 (open to extension based on performance, project needs, and budget).

By submitting your application, you consent to a reference check, where we will contact up to three professional references you provide.