Business assistant/ Office Administrator at Resorcer · Kyiv

We are seeking a highly organized, self-directed Business Assistant/ Office Administrator to support daily business operations and ensure the smooth functioning of the Kyiv office at a Ukrainian engineering company that is part of an international engineering and manufacturing holding with a U.S.-based headquarters.

This role combines executive support, office management, and operational coordination. It requires strong communication skills - including confident real-time English - attention to detail, and the ability to manage multiple priorities independently in a fast-paced, high-responsibility environment.

You will work closely with senior management and U.S.-based international stakeholders, supporting administrative processes, coordinating internal workflows, and ensuring operational efficiency across departments. The role requires someone who takes ownership, acts without being prompted, and can be trusted to operate with minimal supervision.

Location: Downtown Kyiv office, full-time, 5 days a week.

Key responsibilities:

• Provide day-to-day administrative and organizational support to senior management.
• Manage calendars, schedule meetings, and coordinate internal and external communications - including with U.S.-based leadership.
• Organize business travel: logistics, bookings, and itinerary planning.
• Act as a central coordination point between departments (engineering, HR, procurement, legal, and finance).
• Maintain and manage office operations: supplies, vendors, and facilities.
• Support onboarding and offboarding processes: equipment, access, and documentation coordination.
• Prepare reports, presentations, and internal documentation in English and Ukrainian.
• Ensure proper document management and organization (contracts, internal files, shared drives).
• Track tasks and follow up on deadlines across teams (Slack, http://Monday.com, or similar tools).
• Assist with HR-related coordination: interview scheduling, candidate communication, and documentation.
• Support leadership with ad hoc operational and administrative tasks.
• Maintain confidentiality and handle sensitive information in compliance with NDA requirements.

Qualification criteria:

• 5+ years of experience in a Business Assistant, Executive Assistant, Office Manager, or similar role.
• Experience working in an international company - ideally with U.S. or Western European headquarters - is required. We are looking for someone already familiar with Western business culture, pace, and communication standards.
• Advanced English proficiency (C1 or higher): you will communicate with U.S.-based leadership daily - in writing and verbally, in real time.
• Fluency in Ukrainian.
• Demonstrated ability to work independently, make judgment calls, and take ownership of tasks without waiting for instruction.
• Proficiency with office tools: Google Workspace, Microsoft Office, and task management systems.
• Strong organizational and multitasking skills with close attention to detail.
• Discretion and professionalism in handling confidential information and NDA-governed materials.

What the company offers:

• Official employment with full social guarantees: paid vacation, sick leave, and a complete social package in accordance with Ukrainian labor law.
• Career development: vertical and horizontal growth opportunities, specialized courses, technical training, and participation in strategic projects with real-world impact.
• Work that matters: this is not abstract corporate work — every project has a tangible, measurable contribution to Ukraine's defense capabilities.
• International collaboration: work alongside U.S.-based engineering leadership and gain direct exposure to Western business standards and methodologies.
• Comfortable working conditions: well-equipped office in downtown Kyiv with shelter on premises.
• Monthly Bolt credit to support commuting to and from the office.