HR Administrative Manager (Assistant) $500-1000 Offline

Five Jars is looking for a motivated entry-level HR Administrative Assistant based in Ukraine to support our dynamic team and executive leadership. This role is pivotal in ensuring smooth day-to-day operations by handling a wide range of administrative tasks for the company and providing personal assistance to the C-level management.

You are the right person for this position if you are a self-starter, able to manage your workload efficiently, and have excellent communication skills.

🟡 Who are we

Five Jars is a Full-service Design, Strategy, and Web Development digital agency that creates intuitive, data-driven web experiences. Over the past 6 years, we’ve delivered more than 100 projects for clients in a variety of industries, including health & fitness, media, arts & culture, and NGOs.

As a team of creative and talented experts, led by leaders with 15+ years of experience in technology, we love our projects, working together and doing everything to ensure the company’s and client’s growth.

⚫️ Requirements

Hard Skills:

- Proficiency in office management software (e.g., MS Office, Google Workspace (docs, spreadsheets, calendar, etc))

- Experience with online calendar systems, project management tools, and collaboration platforms

- Knowledge of travel booking platforms and research approaches

- Basic understanding of event planning and coordination

- Ability to work at least 4 hours in the US time zone. Ideally, working with a shift to the US timezone so that C-level managers can answer questions faster

- Upper-Intermediate or Advanced English level, Ukrainian language conversational level

- Nice to have a bachelor’s degree in business administration, communication, or a related field preferred

Soft Skills:

- Exceptional organizational and time management skills

- Strong communication and interpersonal abilities

- Proven ability to manage multiple tasks and priorities effectively

- High degree of initiative and ability to work independently and collaboratively

- Problem-solving mindset with attention to detail

- Proactivity: if something is not clear — do not be afraid to ask questions

🟡 Responsibilities

C-Level Management Assistance (30%)

- Communication for some documentation-related questions (for instance, communicate with the lawyer about the progress of preparing documents).

- Setting tasks for contractors and monitoring deadlines.

- Help with calendar management, such as scheduling doctor appointments

- Research related to different areas (for instance, research specific doctors or schools)

- Book business-related meetings, choose and book restaurants, etc

People Operations (25%)

- Benefits Administration: Overseeing the day-to-day administration of employee benefit programs

- Benefits Analysis and Benchmarking: Conducting regular benchmarking and analysis of employee benefits programs to evaluate competitiveness, cost-effectiveness, and employee satisfaction

- Employee Assistance and Support: Serving as a resource for employees to address benefit-related questions, concerns, and issues. - - Providing personalized guidance, resolving disputes, and advocating for employee needs in collaboration with HR

- National Holidays Management and Communication: updating the list of National Holidays for different countries (Policy and HRIS), communicating updates and reminders to the team

- Education Programs Management: Providing all the required support such as communication with the speakers, expenses management, team announcements, learning materials posting, etc.

- HR Projects Support & Participation

Travel Management (20%)

- Travel Booking: Coordinating and booking transportation (flights, trains, rental cars) and accommodations (hotels, apartments) according to the traveler’s preferences, budget, and company policies

- Expense Management: Monitoring travel expenses and processing expense reports

- Travel Policy Development: Developing and updating travel policies and procedures in response to changing business needs, industry trends, and regulatory requirements

- Traveler Support: Providing assistance and support to travelers before, during, and after their trips, including travel advisories, visa assistance, travel insurance, and 24/7 emergency support

Event Management (15%)

- Organizing Offline Events: Organizing in-person events for the team, starting from the concept to execution

- Development and Execution of Online Activities: Proposing and organizing virtual activities and engagements with the team

- Expense Management: managing the financial aspects of event planning and execution

Corporate Merch Management (10%)

- Product Selection: Researching and selecting a range of products and branded merchandise that align with the company’s brand identity, values, and people preferences

- Vendors Management: Identifying and establishing relationships with vendors, negotiating contracts, pricing, and terms of service to ensure cost-effectiveness and timely delivery of merchandise

- Design and Branding: Collaborating with the internal design team to create custom designs

- Inventory Management: Managing and overseeing the storage of merchandise items

- Order Fulfillment and Distribution: Managing the ordering process, coordinating with suppliers to process orders, arranging shipping or delivery, and tracking shipment status

- Quality Control: Ensuring the quality of merch items

⚫️ Additional details

Description of the team to work with:

- Chief Executive Officer (CEO) and Chief Operations Officer (COO)

- HR Specialist

- Potentially, a few more people from the team

What growth opportunities are there in this role:

- Communication / Engagement Specialist

- Travel / Event Specialist

- L&D Specialist

- HR Branding Specialist

Hiring Process:

- Test Task

- Screening Interview with a Recruiter

- Qualification Interview

- Focus Interview

- Reference check

🟡 We propose

- 100% remote work

- Professional growth and regular performance reviews

- Benefits such as vacation, sick leave, a day off during official national holidays

- Flexible schedule and 7-hour working day

- Happy Hour every Friday with team members

- Help with learning new things (courses, books, etc.)

- Support in participating in conferences

- Warm and friendly working environment

- Flexibility in making decisions, no micromanagement

- Respect and support with all activities

- Team building and other sorts of online/offline team activities