Executive Assistant

This role is ideal for a highly organized, proactive Executive Assistant who enjoys being at the center of things and making them happen. You will work directly with the CEO, CTO, and COO of a U.S. defense technology company working on autonomous air defense solutions, and help set up and run its operations in Ukraine. This is a full-time, on-site role in Kyiv, where your work will have a direct, visible impact on how a small, fast-moving team operates.

Your responsibilities will include:

• Manage the executive team’s calendars, meetings, priorities, and follow-ups.
• Prepare agendas, meeting notes, briefings, presentations, and correspondence.
• Track decisions and commitments to ensure timely execution.
• Coordinate business trips, meetings, and day-to-day logistics.
• Support the setup and day-to-day operations of the Kyiv office.
• Coordinate communication between the U.S. team, Ukrainian engineers, partners, suppliers, and service providers.
• Organize logistics for engineering activities, fieldwork, and testing.
• Coordinate procurement, equipment, and shipments.
• Support legal entity registration, administrative, accounting, and documentation processes together with legal advisors and other providers.
• Handle ad hoc requests and operational challenges, finding practical solutions independently.
• Identify gaps in daily operations and build simple, reliable processes for a small team.
• Gradually take ownership of recurring operational activities as the company grows.

What we expect from you:

• English level B2+/C1 for daily communication with the executive and U.S. teams.
• Strong organizational and coordination skills with excellent attention to detail.
• High level of ownership, reliability, and personal accountability.
• Ability to work independently, prioritize competing demands, and manage multiple tasks at once.
• Proactive mindset: you anticipate needs, spot problems, and act without waiting for detailed instructions.
• Sound judgment and problem-solving skills in situations where not everything is clearly defined.
• Excellent written and verbal communication skills.
• Confidence with digital tools, documents, spreadsheets, calendars, and task management systems.
• Ability to handle confidential information with discretion.

Nice to Have:

• Experience as an Executive Assistant, Personal Assistant, Operations Coordinator, Project Coordinator, or in a similar role.
• Experience supporting a founder, CEO, or senior executive.
• Background in a startup, tech company, or fast-growing organization.
• Experience coordinating procurement, logistics, suppliers, or field activities.
• Experience supporting recruitment, office operations, or cross-functional projects.

What we offer:

• Direct work with the CEO, CTO, and COO and real influence on how the company operates
• A chance to help build the company’s Ukrainian operations from the ground up
• Meaningful work in defense innovation, with no prior defense tech experience required
• Small, dynamic team where initiative and ownership truly matter
• Official employment or PE contract
• Paid vacation and sick leave days
• Full-time, on-site work in an office in Kyiv (5 days a week), with occasional business trips within Ukraine
• Competitive salary