Administrative Specialist

Summary

Join Ideals, a global B2B SaaS company, as an Administrative Specialist in our Kyiv office. This hands-on role focuses on ensuring smooth office operations, welcoming guests, managing logistics, and providing administrative support to various teams. You will handle office purchases, access cards, travel arrangements, and communication with the business center. The position requires strong organizational and communication skills, attention to detail, and a proactive approach to problem-solving. Flexible hours and a collaborative culture are offered. The ideal candidate possesses upper-intermediate English skills and a genuine desire to help others.

Requirements

• Upper-intermediate English
• Strong organizational and multitasking skills - you know how to set priorities and get things done
• Excellent communication skills and a naturally friendly, supportive approach
• Attention to detail and the ability to learn quickly
• Proactive and resourceful when solving problems or handling unexpected situations
• A kind, approachable personality with a genuine desire to help others
• A creative mindset and a passion for modern design and technology

Responsibilities

• Provide daily administrative support, including welcoming guests, managing parking and visitor lists, and resolving office-related queries both onsite and online
• Take charge of office purchases (snacks, first aid supplies, tech accessories), including vendor research and coordination
• Manage access cards and parking logistics for team members and guests
• Arrange travel bookings and accommodations when needed
• Support IT, Legal, Accounting, HR, and other teams with various administrative tasks
• Handle communication and document exchange with our Business Center
• Set up coworking spaces as required and manage payments for virtual offices, coworking passes, offices, and storage facilities
• Keep track of and manage office inventory in Kyiv
• Assist the People Ops team with ad-hoc tasks such as printing and organizing documents
• Manage team gifts and support event managers with occasional tasks and logistics

Preferred Qualifications

• 1+ years of relevant experience in a role with similar responsibilities
• Experience with travel management

Benefits

• 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 tools
• 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 opportunities
• 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-off
• Team-building offline and online events
• Budget for meetups with your local team
• Generous internal referral program