Executive Assistant

Save Ukraine is looking for a highly organized and proactive Executive Assistant to provide direct support to the Executive Director. This role involves coordinating meetings and communications, managing schedules, handling executive tasks, and ensuring efficient day-to-day administrative operations. If you’re a detail-oriented professional with excellent multitasking and communication skills, we’d love to hear from you.

Key Responsibilities

• Planning, coordinating, and supporting meetings, interviews, briefings, video shoots, and other events.
• Managing the Executive Director’s calendar: planning, updating, and sending reminders for key events.
• Preparing lists of meeting participants, including their contact details.
• Sending invitations, organizing reminders, and collecting preliminary information from participants.
• Taking minutes of meetings: documenting decisions, tasks, responsible persons, and deadlines.
• Recording contacts and dates of upcoming meetings.
• Sending meeting notes to all participants, including those absent.
• Organizing travel logistics: booking transport, accommodation, preparing travel itineraries.
• Preparing document packages for visa applications.
• Communicating the Executive Director’s instructions to staff.
• Monitoring the completion of assigned tasks within set deadlines.
• Handling business correspondence, preparing letters, messages, and emails on behalf of the Executive.
• Prioritizing incoming information and requests.
• Translating documents and correspondence into English.
• Preparing and formatting documents for internal and external use.
• Organizing visits to the Executive, ensuring a welcoming and professional environment.
• Participating in decisions regarding office design and arranging meeting locations.

Qualifications

• Strong skills in Executive and Administrative Assistance.
• Experience preparing expense reports.
• Proven track record of executive-level support.
• Excellent communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational and multitasking abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Bachelor’s degree in Business Administration, Communications, or a related field.

We Offer

• The opportunity to work directly with the leadership of a mission-driven organization supporting thousands of Ukrainian families.
• A dynamic work environment where initiative is valued.
• A hybrid work format with flexibility.
• Meaningful work with national and international impact.

How to apply

• Please send your CV in English and a brief cover letter