About us
PARAMEDIC Group is a leading Ukrainian manufacturer and supplier of emergency medical equipment. Our clients include the Armed Forces of Ukraine, the Ministry of Internal Affairs, the Ministry of Health, the UN, and the ICRC. We have offices in Odesa and Kyiv, plus our own SAR training center.
About the role
We’re looking for an Executive Assistant who will be the CEO’s right hand. This is not a secretary or office manager role. It’s a position of trust: you’ll handle both business and personal matters for the company’s owner and report directly to the CEO.
What you’ll do
Operational support
- Own the CEO’s calendar and schedule end to end
- Maintain a task register (date, owner, outcome) and follow every assignment through to completion
- Coordinate with all departments
- Take meeting minutes and track follow-up on decisions
Communications
- Manage incoming email, calls, and messengers
- Draft letters (including to government bodies), presentations, analytical materials, and briefs
- Negotiate on the CEO’s behalf within delegated authority
- Liaise with partners, clients, and government institutions
Organization
- Plan business trips, including international travel (about 30% of the time): flights, accommodation, transfers, documents, connectivity
- Prepare and support meetings, conferences, trade shows, and corporate events
- Handle documentation, including confidential materials
Personal matters
- Travel, documents, visas, notary services, personal finances and payments, refunds, household services, appointments. Full cycle: find, arrange, follow up, close
- Track personal expenses and prepare a monthly report
Must-haves
- 2+ years as a personal or executive assistant to a top-level leader (owner, CEO, C-level)
- Fluent English: spoken and written business communication without a translator
- Autonomy: you make decisions when the CEO is unavailable and come with options, not with “what should I do?”
- Readiness for irregular hours, a fast pace, and priorities that shift during the day
- Experience organizing international business travel: flights, hotels, visas, documents, pre-trip briefings
- Hands-on experience with AI tools (ChatGPT or similar) for research, summaries, and email templates
- Confident user of Google Workspace and Asana (or similar), with your own prioritization system
- Strong business writing in Ukrainian and English
- High standards of confidentiality and professional ethics: you’ll work with financial, legal, and personal matters
Nice to have
- Experience in government institutions or drafting letters to authorities (Ministry of Health, regional military administrations, ministries)
- Driver’s license (category B)
- Basic design skills: Canva, Google Slides, graphic editors
- Experience organizing events for 50+ participants
What we offer
- Work at a socially responsible company that saves lives
- A seat at the center of strategic decision-making
- Regular international business trips, trade shows, and industry events
- Professional development paid by the company
- Office in Odesa, 9:00–18:00 (occasional overtime)
- Probation period of up to 3 months
- Immediate start
Send us your CV, and we’ll get back to you shortly!