Executive Assistant to the Owner
Executive Assistant to the Owner
Kyiv, Ukraine
Full-time
NDA
Our client is a defense holding scaling into a management structure with verticals in optics, communications, and strike systems (Deep Strike). The company develops and mass-produces a line of UAVs – ranging from reconnaissance drones to long-range solutions that change the situation in the field every day.
We are looking for a professional who will maximize the Owner’s effectiveness, establish a unified system for tracking commitments and responsibilities, and serve as the operational link between the Owner, the holding’s executive team, partners, investors, and other key stakeholders.
Our client is a defense holding scaling into a management structure with verticals in optics, communications, and strike systems (Deep Strike). The company develops and mass-produces a line of UAVs – ranging from reconnaissance drones to long-range solutions that change the situation in the field every day.
We are looking for a professional who will maximize the Owner’s effectiveness, establish a unified system for tracking commitments and responsibilities, and serve as the operational link between the Owner, the holding’s executive team, partners, investors, and other key stakeholders.
Key Responsibilities
Calendar Management and Time Prioritization
Manage the Owner’s unified calendar and coordinate business meetings, travel arrangements, and other activities.
Resolve scheduling conflicts and prioritize engagements.
Screen and approve meeting requests.
Coordinate personal time blocks in collaboration with the Personal Assistant.
Meeting Organization and Follow-up
Prepare agendas and pre-read materials, including concise briefs on participants, meeting objectives, relevant context, and expected outcomes.
Take meeting minutes and document decisions and agreements.
Track action items and ensure their completion.
Business Correspondence Management
Process and prioritize incoming correspondence.
Draft responses on behalf of the Owner.
Filter communications requiring the Owner’s direct involvement.
Maintain a consistent and professional communication style.
Business Travel and Logistics Coordination
Coordinate visa applications and supporting documentation.
Plan travel itineraries and ground transportation.
Arrange accommodation and travel logistics in line with the business calendar.
Stakeholder and Business Relationship Management
Maintain and update a database of key contacts.
Prepare context briefs and reminders before interactions with investors, joint venture partners, government representatives, and other strategic stakeholders.
Facilitate structured communication with key partners.
Coordinate greetings and relationship-management communications in cooperation with the Personal Assistant.
Commitment and Task Tracking
Monitor the Owner’s commitments across all business areas and holding development initiatives.
Track tasks and requests handled by the CFO, Chief Legal Officer, and Strategic Planning function.
Consolidate and prepare concise management reports on progress and completion status.
Coordinate communication between the Owner and the team regarding requests, decisions, and commitments.
Document and Information Management
Ensure secure and confidential storage of documents and information.
Control access rights and maintain confidentiality standards.
Coordinate document flow related to agreements and projects.
Prepare materials for board meetings and working sessions.
Collaboration with the Holding Team
Coordinate interaction with the CFO, Chief Legal Officer, and Head of Strategic Planning.
Ensure effective information exchange between the Owner and key business functions.
Act as a coordinator and representative of the Owner’s interests without directly managing functional leaders.
Calendar Management and Time Prioritization
Manage the Owner’s unified calendar and coordinate business meetings, travel arrangements, and other activities.
Resolve scheduling conflicts and prioritize engagements.
Screen and approve meeting requests.
Coordinate personal time blocks in collaboration with the Personal Assistant.
Meeting Organization and Follow-up
Prepare agendas and pre-read materials, including concise briefs on participants, meeting objectives, relevant context, and expected outcomes.
Take meeting minutes and document decisions and agreements.
Track action items and ensure their completion.
Business Correspondence Management
Process and prioritize incoming correspondence.
Draft responses on behalf of the Owner.
Filter communications requiring the Owner’s direct involvement.
Maintain a consistent and professional communication style.
Business Travel and Logistics Coordination
Coordinate visa applications and supporting documentation.
Plan travel itineraries and ground transportation.
Arrange accommodation and travel logistics in line with the business calendar.
Stakeholder and Business Relationship Management
Maintain and update a database of key contacts.
Prepare context briefs and reminders before interactions with investors, joint venture partners, government representatives, and other strategic stakeholders.
Facilitate structured communication with key partners.
Coordinate greetings and relationship-management communications in cooperation with the Personal Assistant.
Commitment and Task Tracking
Monitor the Owner’s commitments across all business areas and holding development initiatives.
Track tasks and requests handled by the CFO, Chief Legal Officer, and Strategic Planning function.
Consolidate and prepare concise management reports on progress and completion status.
Coordinate communication between the Owner and the team regarding requests, decisions, and commitments.
Document and Information Management
Ensure secure and confidential storage of documents and information.
Control access rights and maintain confidentiality standards.
Coordinate document flow related to agreements and projects.
Prepare materials for board meetings and working sessions.
Collaboration with the Holding Team
Coordinate interaction with the CFO, Chief Legal Officer, and Head of Strategic Planning.
Ensure effective information exchange between the Owner and key business functions.
Act as a coordinator and representative of the Owner’s interests without directly managing functional leaders.
Requirements
2+ years of experience as an Executive Assistant, Business Assistant, or in a similar role with comparable responsibilities.
Proven experience managing executive calendars, coordinating meetings, tracking action items, and supporting business communications.
Strong proficiency in Google Workspace and/or Microsoft 365.
Experience with task and project management systems such as Asana, Trello, Jira, ClickUp, Notion, or similar tools.
Confident use of corporate and business communication platforms, including Telegram, WhatsApp, Signal, Slack, and Microsoft Teams.
Experience with online meeting platforms such as Zoom and Google Meet.
Practical experience working with CRM and ERP systems, as well as project management tools.
Ability to process information and business communications quickly and accurately.
Strong multitasking skills with the ability to manage numerous tasks, requests, and stakeholders simultaneously while maintaining quality and control.
Absolute discretion and high standards of confidentiality when handling sensitive information.
Ability to maintain structure, organization, and execution control in a fast-paced environment characterized by high workload, uncertainty, and constantly changing priorities.
English proficiency at B1+ level (for working with international documentation and partners).
2+ years of experience as an Executive Assistant, Business Assistant, or in a similar role with comparable responsibilities.
Proven experience managing executive calendars, coordinating meetings, tracking action items, and supporting business communications.
Strong proficiency in Google Workspace and/or Microsoft 365.
Experience with task and project management systems such as Asana, Trello, Jira, ClickUp, Notion, or similar tools.
Confident use of corporate and business communication platforms, including Telegram, WhatsApp, Signal, Slack, and Microsoft Teams.
Experience with online meeting platforms such as Zoom and Google Meet.
Practical experience working with CRM and ERP systems, as well as project management tools.
Ability to process information and business communications quickly and accurately.
Strong multitasking skills with the ability to manage numerous tasks, requests, and stakeholders simultaneously while maintaining quality and control.
Absolute discretion and high standards of confidentiality when handling sensitive information.
Ability to maintain structure, organization, and execution control in a fast-paced environment characterized by high workload, uncertainty, and constantly changing priorities.
English proficiency at B1+ level (for working with international documentation and partners).
Company Offer
Competitive compensation aligned with the level of responsibility and complexity of the role.
24 paid vacation days, sick leave compensation, corporate English lessons, and 7 additional paid days off annually.
Official military reservation (employment protection status) from the first day of employment under a Diia City contract.
Opportunity to work at the center of decision-making within a rapidly growing defense technology holding
Competitive compensation aligned with the level of responsibility and complexity of the role.
24 paid vacation days, sick leave compensation, corporate English lessons, and 7 additional paid days off annually.
Official military reservation (employment protection status) from the first day of employment under a Diia City contract.
Opportunity to work at the center of decision-making within a rapidly growing defense technology holding
NDA
Apply for this job
Apply for this job
other vacancies
CPO (Chief Product Officer)
Kyiv, Ukraine
Kyiv, Ukraine
CPO (Chief Product Officer)
Kyiv, Ukraine
Kyiv, Ukraine
Head of Field, Service & Support Operations (UAS)
Kyiv, Ukraine
Full-time
VETERAN-FRIENDLY
Head of Field, Service & Support Operations (UAS)
Kyiv, Ukraine
Full-time
VETERAN-FRIENDLY
Head of Product Development (UAV / High-Tech Systems)
Kyiv, Ukraine
Full-time
Head of Product Development (UAV / High-Tech Systems)
Kyiv, Ukraine
Full-time
Deputy CFO
Ukraine, major city in the Western region
Full-time
Deputy CFO
Ukraine, major city in the Western region
Full-time