HR Administrative Manager (Assistant) (offline) $500-1000
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
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
About Five Jars
Five Jars is a full-service web agency with extensive experience in delivering quality products. We use strategy, design, technology, and digital solutions to create value and reach customers’ goals.Company website:
https://fivejars.com
DOU company page:
https://jobs.dou.ua/companies/five-jars/
The job ad is no longer active
Look at the current jobs HR →
Average salary range of similar jobs in
analytics →
Similar jobs
Market Research Analyst at ALCOR
Ukraine
Ukraine
Junior HR спеціаліст at Energise
Ukraine
All jobs Five Jars