Executive assistant

Job Opening: Personal Assistant (Full-Time)

Role Summary

This is a direct Personal Assistant (PA) role supporting the Principal across their work in the Defense Sector and NGO operations. The focus of this position is on consistent administrative execution: keeping records updated, handling daily logistics, and ensuring that communication channels with partners remain active.

Work Structure:

• Format: Primarily Remote / Home-Office.
• Presence: Occasional in-person meetings and attendance at local events/office sessions as needed.
• Commitment: Full-Time.

Core Responsibilities

• Database & List Management: Regularly updating the database of Ukrainian companies and defense stakeholders. Ensuring all contact information and status notes are current.
• Communication & Calls: Making routine calls to partners, reaching out to companies to schedule meetings, and conducting standard follow-ups.
• Day-to-Day Administration: Maintaining a Master Task List of daily «to-dos.» Handling calendar invites, travel bookings, and basic scheduling.
• Documentation: Taking care of paperwork, organizing digital files, preparing reimbursement requests, and assisting with basic NGO documentation.
• General Support: Assisting with various personal and professional tasks as they arise to ensure the Principal’s day runs smoothly.

Requirements

• Location: Based in Ukraine with the ability to travel for occasional meetings.
• Languages: Native Ukrainian; Strong English (written and verbal) for handling international documents and emails.
• Reliability: High level of discipline and the ability to stay connected during standard working hours (ensuring «Plan B» for power/internet).
• Organization: A natural ability to keep lists, files, and schedules in perfect order.
• Discretion: Trustworthiness regarding sensitive professional information

Application Guidelines (Important)

• AI Policy: Cover letters must be written by the candidate. While you are welcome to use AI tools for grammar and spelling adjustments, the content must be your own. AI-generated drafts will result in immediate disqualification.
• Submission: Please send your CV and your original cover letter in English.

Employment Terms

• Trial Period: 2 months.
• Vacation: 2.5 days of paid leave earned per month worked.
• Nature of Work: Direct personal assistance (tasks vary based on daily needs).

How to Apply

Please send your CV with Salary Expectations and a brief introduction. Documents must be in English. Applications not in English will not be considered.