Administrative Specialist (Kyiv, Ukraine)

Описание

Get to know usIdeals is a global B2B SaaS product company recognized as in a secure business collaboration market. Trusted by more than 2,000,000 users from 175,000 companies globally, we are on a mission to create more prosperity in the world by accelerating high-stakes business decisions. We achieve this by delivering extremely intuitive and robust software products that help people make impactful decisions with less stress, higher quality, and shorter hours:: A web-based cloud platform used by companies in a wide range of industries to ensure secure confidential document sharing for online due diligence, fundraising transactions, corporate reporting, licensing, clinical trials, and other business goals.: A cloud platform with web and mobile applications used by board members, CEOs, executives, and corporate secretaries, to streamline governance and improve high-stake decisions in a fast, secure, and compliant way.The roleWhile we're remote-first, Ideals Kyiv office is our Ukrainian hub where we connect and collaborate. We're looking for an Administrative Specialist who will ensure our Kyiv workspace runs smoothly and feels welcoming.This is a hands-on role where you’ll take ownership of administrative support, daily office operations, and handling travel logistics. You’ll also partner with multiple teams to streamline admin processes and help Idealers focus on their best work.This role provides the perfect mix of autonomy, impact, and variety for those who enjoy creating order, supporting others, and adding thoughtful touches that elevate everyday experiences. We offer flexible hours and an open, collaborative culture where your initiative truly matters.

What you will do

Provide daily administrative support, including welcoming guests, managing parking and visitor lists, and resolving office-related queries both onsite and onlineTake charge of office purchases (snacks, first aid supplies, tech accessories), including vendor research and coordinationManage access cards and parking logistics for team members and guestsArrange travel bookings and accommodations when neededSupport IT, Legal, Accounting, HR, and other teams with various administrative tasksHandle communication and document exchange with our Business CenterSet up coworking spaces as required and manage payments for virtual offices, coworking passes, offices, and storage facilitiesKeep track of and manage office inventory in KyivAssist the People Ops team with ad-hoc tasks such as printing and organizing documentsManage team gifts and support event managers with occasional tasks and logistics

What you bring

Upper-intermediate EnglishStrong organizational and multitasking skills - you know how to set priorities and get things doneExcellent communication skills and a naturally friendly, supportive approachAttention to detail and the ability to learn quicklyProactive and resourceful when solving problems or handling unexpected situationsA kind, approachable personality with a genuine desire to help othersA creative mindset and a passion for modern design and technology

Nice to have

1+ years of relevant experience in a role with similar responsibilitiesExperience with travel managementWhat we offer We highly value our people, so we will empower you with all the resources and support to help you reach your full potential.For your best work• Remote-first flexibility to shape your ideal workday• Home workplace budget • Resilient home budget for Ukraine-based teammates• Resilient office in Kyiv & co-working expense coverage• Individual IT budget for extra equipment• Top-tier tech and AI-powered toolsFor your growth• Access to Ideals Academy with numerous courses• Investment in external learning and development activities• Guidance in Personal Development Plan creation• Professional literature and subscriptions coverage• Support of your passion as a speaker or writer• Internal talent mobility opportunitiesFor your well-being• Tailored Wellness Package for your physical and mental health• Full coverage of mental health sessions for Ukrainian teammates• Funding for sports competitions• 20 business days of paid time off per year• Unlimited health-related time-offExtra perks• Team-building offline and online events• Budget for meetups with your local team• Generous internal referral programOur cultureCommitment, Excellence, Collaboration, Trust and Care are core values to the Ideals team. For us, these are the principles that every Idealer lives and breathes. We are on the lookout for like-minded individuals who share our values. By doing so, we are able to create a team where talents feel at ease and are able to work to the best of their abilities.Commitment and Excellence inspire us to set the bar high, achieve the most ambitious goals and push the limits further. Our diversity and different perspectives are the foundation of our success. Collaboration and Trust ensure that everyone has access to all the information, proactively shares thoughts, and leverages the teammates’ diverse opinions, experiences, and backgrounds. Both values help us to solve the most challenging problems. Care drives us to create a positive work environment and make everyone feel valued. We also stand for Idealers’ physical, mental, financial, and personal well-being and encourage a healthy lifestyle and active living.Idealers work in a remote-first model, meaning we collaborate from anywhere – either home, cafe, co-working space, or one of our offices. Despite being located across the globe, we stay connected through the latest tools and technologies, ensuring that everyone on our team feels surrounded by teammates and engaged with our common goals.Ideals is an equal opportunity employerIdeals is made up of people from a wide variety of backgrounds and lifestyles. We embrace diversity and invite applications from people from all walks of life. We don’t discriminate against employees or applicants based on gender identity or expression, sexual orientation, race, religion, age, national origin, or citizenship.