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

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