Personal Assistant (Global Business, VIP)

Location: Warsaw (relocate) or Kyiv

Your Personality:

• You are well-organized and pay attention to the minor details
• You are esthetic and make life beautiful and comfortable
• Respond quickly in an environment of changing priorities
• Clear and effective communicator verbally and in writing
• You are an upbeat caretaker and problem-solver
• You have a service-oriented talents
• Emotional intelligence

Whom to assist: an extraordinary businessman who has a choleric temperament and successfully runs a global company in Ukraine, USA, EU, and UAE. The company works with VIP and Premium segments, Global Businesses, Royal families, Celebrities, etc.

Requirements:

• Language proficiency: Ukrainian and English C1
• 5+ years of successful work experience as a Personal/Executive Assistant
• Experience in booking/changing/canceling flights directly with airlines, understanding the functionality of miles and bonus programs, American Express
• Experience with concierge programs for booking transport worldwide
• Excellent knowledge and experience in using Google programs: Calendars, Forms
• Proven track record of using hotel and apartment booking software around the world: BookingCom, Airbnb, etc.
• You are trustworthy in maintaining the utmost confidentiality
• Outstanding time management skills and a can-do attitude

Nice to have:

• You have a positive mindset, good taste in art, restaurants, and travel
• Passion for architecture, personal development, health and well-being
• You anticipate emerging needs to create wow experiences
• Good knowledge of business etiquette

Responsibilities:

• Planning: scheduling the CEO’s calendar
• Organization: ensure the CEO stays on top of the most critical meetings and nothing falls through the crack — create «reminders» to the CEO about all important events of the day
• Business assistance: 8 scrum teams (2-3 people in a team) need your agile coordination
• Traveling: anything and everything related to seamless trips and living in new locations — flights, visas, regulations, local area information
• Docs management: on behalf of the CEO, prepare and process relevant info materials, projects of reports, joint reports
• Event monitoring: suggest to the CEO topical international exhibitions/conferences
• Ensure comfort: make all processes smooth and cozy
• Attend Zoom calls: write brief reports on its results

Personal assistance:

• Organize and control family traveling, such as booking airline tickets (check-in, Fast Track services, miles, and bonus programs), hotels (early and late check-in, room upgrades), and transport
• Review of newly opened/reopening: restaurants, premium hotels, exhibitions, showrooms, new architecture spots in the countries where the manager is planning to go
• Restaurant reservations, appointments to SPA, massages, haircuts, car washes, etc. upon request
• Assistance in obtaining and monitoring the validity of visas, entry/residence permits, and notarized powers of attorney, including family members
• Assist in buying and delivering food, gifts, and household items
• Assistance in finding and buying branded items, clothes, etc.

What you get:

• Official permanent employment and competitive salary
• You will get a chance to work with an experienced founder who has built a successful company. As part of this, you will be exposed to a unique way of thinking about building businesses and navigating life
• Challenging but exciting tasks and all the needed tools to achieve them
• Flexible work schedule and pleasant working environment including a modern and comfortable office in Kyiv or Warsaw
• Professional/personal development: training reimbursement
• Exiting corporate events and celebrations
• 24 calendar days of paid vacation
• 100% paid sick leaves
• Relocation aid: will be discussed
• Paid weekends and holidays

About the company: We are a multi-award-winning architectural and design company that operates in the field of Premium Interior Design and Architecture. Our employees work in Kyiv, Warsaw, UAE, London, Miami, and LA offices. We have become a rising contemporary star in design and architecture. The studio is distinguished by its high-end design, international expertise, and works across various typologies, including residential, commercial, and hospitality projects. We work with VIP and Premium segments, Global Businesses, Royal families, Celebrities, etc.