Головний адміністративний фахівець / Персональний асистент керівника

UkraineInvest background

In October of 2016, the Government of Ukraine established UkraineInvest – an Investment Promotion Office in the form of consultative-advisory body to Cabinet of Ministers of Ukraine tasked with raising Ukraine’s investment profile and increasing FDI into the country. Later, in March 2018 Cabinet of Ministers adopted a decision that formalized UkraineInvest as a state institution that is being fully operationalized during 2018 at the central and the regional level.

Position Summary:

The ideal Senior Administrative Specialist candidate will have recent and extensive experience providing efficient administrative support to senior executives in a fast-paced and highly visible organization. The role requires to have a strong willingness to learn and grow with the team over time, be resourceful and independent. The Senior Administrative Specialist must be a highly organized individual with strong attention to details, sense of urgency and the ability to multi-task, proactive and thrive in a demanding, fast-paced and constantly changing environment. She/he needs to perform a variety of administrative duties requiring knowledge of the organization, programs and procedures related to the function of the office.

Preferred Qualifications and Skills:

• MA in business management, law, international relations, philology + 3 years of relevant experience, preferably for international companies/organizations in the private or non-governmental sector;
• Excellent administration management skills;
• Demonstrated initiative, team spirit and high level of proactivity, resourcefulness and strong willingness to deliver excellent results;
• Effective time management, organizational prioritization skills;
• Ability to solve problems quickly and efficiently;
• Ability to produce high-quality work under pressure with a high degree of motivation, stress resistance, flexibility, and reliability;
• Proficient English and Ukrainian languages skills (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style;
• Excellent computer skills (Microsoft Office);
• Commitment to the highest ethical standards;
• Demonstrated ability to handle confidential information.

Key Responsibilities:

• Responding to various phone calls/emails;
• Providing administrative support to the team;
• Coordination of the investors visits to the office;
• Responding quickly and effectively to last minute changes to meetings and logistics;
• Managing the Director’s calendar and logistics: maintaining calendars and ensuring they remain updated and accurate;
• Maintaining office schedule, working and re-working complicated calendar scheduling as needed;
• Preparing expense reports promptly and processing other payments: review and prepare accounting documentation for transactions, approvals and timely payment process;
• Arranging air travel, hotels and other logistic needs for domestic and international travel;
• Engaging and working with UkraineInvest administrative assistant team to schedule, plan and organize meetings and events;
• Maintaining office equipment, procure goods and services for office when needed;
• Assisting with the events management, delegations support, investors visit;
• Carry out any additional support activities as reasonably required across the Management team or Directors from time to time;
• Assist team members in preparation of the presentations, hand-outs, reports, agendas, meeting minutes, proofread documents, etc.;
• Assisting with HR matters related to the Office staff upon request;
• Serve as a back-up for Administrative/Team Assistant during absence as well as performs other duties as required.

To apply:

Please forward copies of the following documents to [email protected] by 18:00 Kyiv time September 21, 2018. Please do not call about this position – unsolicited phone calls will disqualify applicants. All submissions must include:

1) Applicant’s CV (in English);

2) A brief letter of interest indicating related experience, achievements and why you are interested in this position;

3) List of 3 references we can contact after the initial interview.  

Please write Senior Administrative Specialist, in the e-mail subject line.

Only Shortlisted candidates will be contacted before September 28, 2018.