Office Coordinator

The Dutch Defense Cluster (DDC) represents Dutch businesses in Kyiv, Ukraine. We bring together companies from the defence sector and beyond, supporting their presence and cooperation on the ground. As the cluster grows, we are building a professional and welcoming base of operations. That calls for someone who keeps the office running, helps create meaningful networking opportunities, and grows along with us.

About the role:

As Office Coordinator are the backbone of the office and make sure day-to-day operations run smoothly. You combine administrative support with a light front office role. You are the first point of contact for the cluster: you welcome visitors and partners, support the companies and representatives connected to the cluster, and keep an overview of practical matters.

Alongside your office support work, you play an important role in organising events, networking receptions, business meetings and delegations that bring the Dutch business community in Kyiv together. From planning and logistics to on-site coordination and follow-up, you help ensure every event runs professionally and leaves a positive impression. This is a role with room to grow. As the cluster develops further, your responsibilities grow with it.

What you will do:

• Carry out a wide range of administrative tasks and safeguard their quality.
• Welcome visitors, partners and representatives, and handle incoming calls and email.
• Manage office supplies, mail, packages and general facilities.
• Support the cluster and its member companies with calendars, appointments, reservations and travel bookings.
• Act as the point of contact for facility matters and maintain relationships with suppliers and service providers.
• Plan, coordinate and support the delivery of networking events, business receptions, workshops, meetings and delegations from preparation through on-site execution.
• Coordinate event logistics, including venues, catering, guest lists, invitations, registrations, transportation and event materials.
• Liaise with suppliers, venues and external partners to ensure smooth event delivery.
• Assist with event communications, schedules, agendas and follow-up activities.
• Support budgeting, expense tracking and procurement related to office operations and events.
• Spot where processes can be improved and take the lead on making them better.

Who you are:

• Experience in an administrative, office support, events coordination or front office role.
• Experience organising corporate events, meetings, conferences or networking activities is a strong advantage.
• Good command of English; Ukrainian and/or Dutch is an advantage.
• Comfortable with MS Office and quick to pick up new systems and event management tools.
• Excellent organisational, planning and time-management skills, with the ability to manage multiple priorities simultaneously.
• Strong communication and stakeholder management skills, with a customer- and service-oriented mindset.
• Proactive, hands-on and resourceful, with an eye for detail and a talent for solving practical challenges.
• Able to coordinate logistics and remain calm under pressure during events.
• Able to work independently, while collaborating effectively with colleagues, partners and suppliers.
• Eager to help build and grow with a developing organisation.

What the company offers:

• the opportunity to work in a team making a real contribution to Ukraine’s security
• direct collaboration with an international team and company leadership
• a high level of responsibility and autonomy
• the opportunity to grow with an ambitious company in the defence tech sector
• full-time work from our office in Kyiv
• competitive compensation in line with experience and qualifications

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