CEO trusted partner

We are looking for a highly organised, proactive and resilient Personal / Executive Assistant to the CEO. The mission of this role is to maximise the CEO’s effectiveness by bringing structure to priorities, driving follow-through, and ensuring that important tasks, decisions and commitments are executed reliably. This is not a purely administrative position. We are looking for a trusted partner who can anticipate needs, work independently in an ambiguous environment, coordinate multiple stakeholders and take ownership of outcomes.

What you will do

Executive task and priority management

— Capture the CEO’s requests, ideas and commitments and turn them into clearly structured actions.
— Maintain an up-to-date task-management system in Trello, including owners, deadlines, statuses and next steps.
— Monitor priorities, deadlines and dependencies, proactively highlighting risks or blockers.
— Ensure that important commitments are followed through and completed on time.
— Break larger assignments into manageable milestones and make progress visible.

Calendar, meetings and follow-ups

— Coordinate the CEO’s calendar and support effective prioritisation of meetings and commitments.
— Prepare meeting agendas, materials and relevant background information.
— Organise meeting logistics when required.
— Lead the preparation process and ensure that the CEO has all necessary context in advance.
— Capture decisions, actions, owners and deadlines.
— Share clear meeting notes and next steps within the agreed timeframe.
— Follow up with internal and external stakeholders until actions are completed.

Daily communication and operating rhythm

— Prepare and lead a focused 15-minute daily meeting with the CEO.
— Communicate progress, changes and potential issues proactively.
— Escalate blockers early and always bring a recommended next step or possible solution.
— Maintain clear visibility of work without waiting to be asked for updates.

Research and executive communication

— Conduct research, collect and analyse information, and prepare concise findings for decision-making.
— Prepare reports, documents and presentations.
— Draft official emails, messages and documents on behalf of the CEO.
— Translate complex or scattered information into clear summaries, options and recommendations.
— Maintain accuracy, appropriate tone and confidentiality in executive communication.

Administrative support

— Coordinate the CEO’s business travel together with the company’s Travel Agent.
— Support the preparation of travel plans, visas and other required documentation.
— Make sure that itineraries, contacts, bookings and supporting information are complete, accurate and easily accessible.
— Support selected personal tasks when required.

Process improvement and technology

— Propose practical improvements rather than waiting for detailed instructions.
— Use AI, automation and modern digital tools to improve speed, quality and visibility.
— Learn new systems quickly and apply them to everyday work.
— When capacity is available, proactively suggest specific ways to support the CEO or improve existing processes.

What we are looking for

Professional competencies

— Systematic organisation. You create reliable systems for tasks, information, schedules and follow-ups.
— Executive task and priority management. You can turn conversations and ideas into structured actions and balance urgency, importance and deadlines.
— Proactive planning. You anticipate tasks, risks and opportunities before being asked.
— Attention to detail. You maintain accuracy while keeping speed and priorities in focus.
— Independent problem-solving. You investigate independently and bring options or solutions, not only questions.
— Adaptability. You remain calm and effective when priorities, timing or context change.
— Stakeholder communication. You can coordinate and build agreements with people at different management levels, as well as with clients and external stakeholders.
— Strong written communication. You prepare concise, accurate updates, summaries and messages with clear asks and next steps.
— Ownership of outcomes. You treat each assignment as your responsibility and follow it through to completion.
— Technology and AI fluency. You are genuinely interested in AI, automation and modern digital tools and can learn new systems quickly.
— Judgement and confidentiality. You handle sensitive personal, executive and company information with discretion.

Personal qualities

— Proactivity. You act without waiting to be reminded and propose useful next steps.
— Ownership and accountability. You take responsibility for outcomes and mistakes, resolve issues and help prevent them from recurring.
— Reliability. You create order and ensure that important details and commitments are not lost.
— Healthy ambition. You want to grow through measurable results and increasing responsibility.
— Strong internal motivation. You are motivated by completed work and meaningful results, not only by external recognition.
— Resilience and self-confidence. You can receive direct feedback without becoming defensive or losing effectiveness.
— Feedback orientation. You listen carefully, extract the useful message and apply it.
— Emotional maturity and empathy. You understand other people while maintaining perspective and professional effectiveness.
— Partner mindset. You combine support with judgement and constructive challenge rather than automatically agreeing or refusing.
— Bias to action. You move work forward through visible steps instead of waiting for perfect conditions.
— Energy for an intensive pace. You can prioritise, stay composed and deliver consistently in a fast-moving environment.

What success looks like

During the first months, you will be expected to:

— Build and maintain a trusted task-management system where commitments are captured and tracked.
— Establish a reliable daily operating rhythm with consistent written updates and focused check-ins.
— Ensure that the CEO has clear visibility into progress, blockers and decisions required.
— Close follow-up loops and prevent important commitments from being missed.
— Improve meeting preparation, action tracking and follow-through.
— Introduce practical improvements through AI, automation and modern tools.

This role may not be the right fit if you

— Prefer to receive detailed instructions for every step.
— Are uncomfortable making progress when the initial information is incomplete.
— Wait to be asked before sharing updates, risks or available capacity.
— Prioritise perfection over a timely, high-quality result.
— Prefer a predictable administrative routine over a dynamic role with changing priorities.

What you get

Your time off

• 18 paid vacation days and 10 paid sick days annually
• 10 Ukrainian public holidays
• Maternity and paternity leaves
• Marriage and Parenthood Package
• Additional leave for major life events
• Sabbatical leave opportunities

Learning & growth

• Sombra University workshops and internal learning programs
• Tech Communities and knowledge sharing sessions
• Language courses and workshops
• Mentorship opportunities

Health & well-being

• Sports compensation or health insurance coverage
• Participation in races and marathons
• Corporate doctor (telemedicine)
• Well-being initiatives and workshops

And even more

• Company-provided technical equipment
• PE administration and tax support
• Internal referral program
• IT Club loyalty program
• Company events and volunteering initiatives

Before you apply

Our recruitment team will carefully review your profile, and if we see a good match with the role, we’ll reach out to you shortly.

If you don’t hear from us within 5 business days, it means we’ve decided to continue the process with other candidates for this position. Thanks for understanding.