Personal Assistant / Personal Assistant in Specservis, PP

We are looking for outstanding people!

We are a national construction and engineering company of SP "Spetsservice" with complex solutions and the highest quality service.

Our slogan:"Service that exceeds expectations!" —and these are not just words, but the principle by which the entire team works.

The company is unique among Ukrainian enterprises serving the public sector, and belongs to the objects of critical importance infrastructure.

We have been working on the Ukrainian market since 1999 and today are well-known in the segment of construction, design, installation and service of engineering systems for government customers of various levels.

Let's get acquainted:https://specservis.com.ua/

This is not just an administrative position. This is a role of maximum trust, high responsibility and service.

A person in this position will be as close as possible to the first person of the company, and therefore must:

• be able to work in a high confidentiality mode;
• understand subordination;
• be ready for both work and personal assignments;
• quickly navigate the situation;
• ensure order, control and rhythm of the manager's work.

This role will not suit everyone. It was not enough just to be the "nice girl in the office". We need a person who knows how to listen, think, structure, keep pace and not get lost in turbulence.

Your main responsibilities will be:

1. Full administrative and organizational support of the first person

• Maintenance and coordination of the manager's business calendar.
• Planning of the day, week, meetings, reminders, priorities.
• Control of the schedule, timing, movements, meetings, calls.
• Preparation of the manager for events, meetings, trips and meetings.
• Organization of internal and external communications on behalf of the manager.

2. Working with information and documents

• Accepting calls, incoming mail, messages and their systematization.
• Writing official letters, accompanying messages, answers.
• Preparation, design, editing and control of documents.
• Minutes of meetings, fixing decisions, tasks, deadlines and responsible persons.
• Control of timely performance of the tasks assigned by the manager by other employees.
• Collection, analysis and brief structured presentation of the information required by the manager.

3. Organizational support for the activities of the office and the manager

• Ensuring the vital activities of the office.
• Working with logistics companies: sending and receiving documents, parcels, correspondence.
• Coordination of household, administrative and current organizational issues.
• Execution of manager's orders timely, accurately and without loss of details.
• Organization of meetings, reservations, orders, internal logistics.

4. Maintenance of tasks and control of execution discipline

• Control of deadlines.
• Maintenance of the manager's task list.
• Status tracking of team tasks.
• Timely reminder, escalation of delays, clarification priorities.
• Maintaining work order in the daily operational routine of the first person.

5. Presentational and analytical support

• Creation, updating and design of Company presentations.
• Preparation of references, theses, short analytical summaries.
• Search for information on the Internet, its verification, selection and concise presentation essence.
• If necessary, help in preparing materials for meetings, internal communications and external contacts.

6. Digital organization and systematization

• Digitalization of the company's activities in the CRM system.
• Structure of files, tasks, notes, documents.
• Maintaining order in the digital document flow.
• Working with office programs, tables, presentations, task management.

7. Highly confidentialconfidentiality

• Non-disclosure of information heard, seen and received.
• Correct behavior in situations where sensitive or official information is present.
• Understanding that proximity to the first person is not a privilege, but responsibility.
• The ability to "know when to speak and when to be silent."

How we see our Candidate:

• without bad habits;
• with a higher education;
• competent spoken and written Ukrainian language;
• fluent command of standard office programs;
• confident use ofGoogle services, Excel, Word, PowerPoint,Figma.
• experience in the position of assistant, personal assistant, secretary, coordinator or administrative manager will be an advantage.

Personal qualities that are critically important to us:

Tidy, intelligent, educated, smart, responsible, service-oriented, reliable, confident, systematic, structured, communicative, friendly, pleasant to interact with, critical thinker, flexible, attentive to details, emotionally mature. 700">expectations:

• knows how to navigate the situation quickly;
• knows how to listen to the manager not "diagonally", but accurately;
• asks the right clarifying questions;
• is not afraid to clarify if something is unclear;
• closely fulfills the assigned requirements;
• is able to keep order in a large number of tasks;
• is able to plan one's own time and the manager's time;
• understands the value of time management not in theory, but in daily practice;
• does not get lost in multitasking;
• does not lose his temper when you just need to get together and do it;
• knows how to be friendly, but not familiar;
• has a healthy sense of subordination;
• knows when to be silent.

We would definitely suit a candidate who:

• brings tasks to the end without constant reminders;
• does not transfer responsibility;
• does not work in the style of "I forgot / did not have time / did not understand that well";
• knows how to get to the heart of the issue, draw conclusions and propose solutions;
• is not afraid of an intense rhythm;
• wants to be professional grow through a strong school of management.

For us it is important:

The position of First Person Assistant is not a "pbring-and-give", but it is definitely not a place for a person with the attitude of "this is not part of my duties". This is a helpful, intelligent, disciplined role with a high level of trust.

We are looking for a person who can be a point support, order and organizational stability for the manager.

Workingwith us in the team, you will receive:

• housing for out of town;
• help with relocation to Kyiv;
• work in a strong, reliable Company;
• a team of professionals and access to strong management practices;
• professional and personal growth;
• transparent work standards and clear expectations for the result;
• support of the team and management;
• the possibility of training and professional development at the expense of the company;
• the possibility of career growth;
• official registration from the first day;
• prizes and compensation;
• modern office with good transport accessibility: m. Kyiv, st. Obolon, BC Lake Plaza;
• work schedule: 5/2, from 8:00 a.m. to 5:00 p.m. or from 9:00 a.m. to 6:00 p.m. (optional).
• office format.

What vimportant to understand before responding to the vacancy

This role will have:

• high pace;
• a lot of communication;
• a lot of tasks to keep in mind and in the system;
• official and possible personal tasks;
• closeness to the first person of the company;
• high demands on accuracy, communication culture, appearance and self-discipline.

This vacancy is not for a person looking for a "quiet place by the coffee machine". Here you have to be collected, smart, fast and very reliable. As they say, one cannot live here for a long time without an inner spine.

P.S.

We are very careful in forming a team.

In our companies:

• there are no random people;
• it will not be possible to "sit out" a working day;
• irresponsibility is not supported;
• those who do not know how to work for the result are not accepted;
• reason, order, respect, discipline and service are valued.

Therefore, for this position we will choose reallya strong candidate is a person who can meet the level of trust and the requirements of the role.

If all of the above resonates with you, send your resume.

We will be happy to consider your candidacy.