Executive Assistant (international business)

Location: Warsaw (relocation) or Kyiv

Whom to assist: an extraordinary Businessman who has a choleric temperament and successfully runs a global company in Ukraine, USA, EU, and UAE. The company works with VIP and Premium segments, Global Businesses, Royal families, Celebrities, etc.

Your Personality:

• You are well-organized and pay attention to the minor details
• You are esthetic and make life beautiful and comfortable
• Respond quickly in an environment of changing priorities
• Clear and effective communicator verbally and in writing
• You are an upbeat caretaker and problem-solver
• You have a service-oriented talents
• Emotional intelligence

Key requirements:

• Language proficiency: Ukrainian, and English C1
• 5+ years of successful work experience as a Personal/Executive Assistant
• Experience in booking/changing/canceling flights directly with airlines, understanding the functionality of miles and bonus programs, American Express
• Experience with concierge programs for booking transport worldwide
• Excellent knowledge and experience in using Google programs: Calendars, Forms
• Proven track record of using hotel and apartment booking software around the world: BookingCom, Airbnb, etc.
• You are trustworthy in maintaining the utmost confidentiality
• Outstanding time management skills and a can-do attitude

Nice to have:

• You have a positive mindset, good taste in art, restaurants, and travel
• Passion for architecture, personal development, health and well-being
• You anticipate emerging needs to create wow experiences
• Good knowledge of business etiquette

Responsibilities:

• Planning: scheduling the CEO’s calendar
• Organization: ensure the CEO stays on top of the most critical meetings and nothing falls through the crack — create «reminders» to the CEO about all important events of the day
• Business assistance: 8 scrum teams (2−3 people in a team) need your agile coordination
• Traveling: anything and everything related to seamless trips and living in new locations — flights, visas, regulations, local area information
• Docs management: on behalf of the CEO, prepare and process relevant info materials, projects of reports, joint reports
• Event monitoring: suggest to the CEO topical international exhibitions/conferences
• Ensure comfort: make all processes smooth and cozy
• Attend Zoom calls: write brief reports on its results

Personal assistance:

• Organize and control family traveling, such as booking airline tickets (check-in, Fast Track services, miles, and bonus programs), hotels (early and late check-in, room upgrades), and transport
• Review of newly opened/reopening: restaurants, premium hotels, exhibitions, showrooms, new architecture spots in the countries where the manager is planning to go
• Restaurant reservations, appointments to SPA, massages, haircuts, car washes, etc. upon request
• Assistance in obtaining and monitoring the validity of visas, entry/residence permits, and notarized powers of attorney, including family members
• Assist in buying and delivering food, gifts, and household items
• Assistance in finding and buying branded items, clothes, etc.

What you get:

• Official permanent employment: full-time
• You will get a chance to work with an experienced founder who has built a successful company. As part of this, you will be exposed to a unique way of thinking about building businesses and navigating life
• Challenging but exciting tasks and all the needed tools to achieve them
• Flexible work schedule and pleasant working environment including a modern and comfortable office in Kyiv or Warsaw
• Professional/personal development: training reimbursement
• Exiting corporate events and celebrations
• 24 calendar days of paid vacation
• 100% paid sick leaves
• Relocation aid: will be discussed
• Paid weekends and holidays
• Salary: $1500 — $3000

About the company: We are a multi-award-winning architectural and design company that operates in the field of Premium Interior Design and Architecture. Our employees work in Kyiv, Warsaw, London, Miami, and LA offices. We have become a rising contemporary star in design and architecture. The studio is distinguished by its high-end design, international expertise, and works across various typologies, including residential, commercial, and hospitality projects. We work with VIP and Premium segments, Global Businesses, Royal families, Celebrities, etc.

🎯Please send your Resume with answers:

✅ How many years have you worked as an Assistant?

✅ What do you like the most in the profession of PA?

✅ Are you open to relocating to Warsaw or Kyiv?

✅ What is your level of English, and Ukrainian?

✅ What are your salary expectations?

✅ Where are you based?