Administrative Assistant

OBRIO is an IT company with Ukrainian roots inside Genesis business ecosystem. Our team consists of more than 250 talented professionals whose ambitions and striving for success help us build the best products on the market. We have offices in Kyiv and Warsaw.
We are developing Nebula – the biggest brand in the spiritual niche. Nebula has over 60 million users worldwide and has been ranked as the № 1 lifestyle app of the day in the Apple Store and Play Market in the USA, Canada, and Australia several times. Nebula is available on iOS, Android, and Web. 

Our mission is to make people happier by improving the quality of their relationships. 
Here are some details we would like to share with you:

• Nebula is #1 in its niche in terms of downloads and revenue targets;
• 60 million users worldwide;
• Users from 50+ countries;
• 4.8 - our average AppStore rating (with more than 215 thousand ratings);
• OBRIO's achievements and team's expertise were shared in Tier-1 international and Ukrainian media, organizations, and brands such as Forbes Ukraine,  TechCrunch,  VECTOR, The Next Web, Tech.eu, Entrepreneur Media, Fast Company,  AIN, IT Arena, MEGOGO, DOU, Projector Institute.

Who are we looking for?

We are seeking a second Administrative Assistant to help optimize our administrative processes and contribute to a positive work environment for our Kyiv-based team, along with providing support to our remote employees.

In this role, you’ll collaborate closely with Yevheniia, our Happiness & Administrative Lead. To gain more insight into Yevheniia's responsibilities at OBRIO, you can read one of her articles here.

Your impact:

• Implement and optimize administrative workflows.
• Oversee the entire procurement process, from identifying needs and selecting suppliers to successful execution.
• Manage office expenses and ensure timely payments.
• Develop and implement creative ideas for employee holiday celebrations.
• Collaborate with the team to organize events, team initiatives, and develop corporate merchandise.
• Assist top management with both personal and business tasks (e.g., running personal errands, booking tickets, making reservations etc.).
• Coordinate travel arrangements for conferences and business meetings.
• Searching for new contractors while maintaining communication with existing ones to secure favorable terms.
• Monitor the quality of supplier services and gather feedback from the team.
• Manage food orders, including breakfasts, lunches, and snacks.
• Assist Happiness & Administration Lead with orders for our office in Warsaw.
• Ensure the office remains clean and organized (coordinate repair works etc.)
• Order equipment, furniture, books, plants, and decorative elements to enhance the workspace at our office in Kyiv).

About you:

• At least 1.5 years of experience in a similar role or as an event manager.
• Strong creative skills, with the ability to generate innovative ideas and non-standard solutions.
• Open and effective communication skills, with the ability to negotiate with team members, contractors, and suppliers, and confidently defend your ideas.
• High level of responsibility and a proactive approach to resolving issues.
• Proficient in Google Sheets and Canva, with experience in Google Slides, Keynote, or similar tools.
• Ability to quickly and efficiently execute tasks, manage multiple priorities, and thrive in a fast-paced environment.
• Strong skills in task prioritization, with the ability to identify what’s most important and adapt quickly to changes and challenges. Experience with task management tools is a plus.
• Ability to handle urgent issues and challenges effectively.

Nice-to-have: 

• Previous experience in an event or PR agency.
• A portfolio showcasing experience in event management, project administration, or business travel.
• A database of contacts with counterparties.
• Experience in organizing interior renovations and a solid understanding of related costs.
• English Proficiency: B1 (Intermediate).

Why OBRIO is the best place to work?

• 📌 Diverse Responsibilities: Engage with a wide range of projects and workloads, offering variety and continuous learning opportunities.
• 🏉 Collaborative Environment: Work closely with all levels of the organization, from product teams to the CEO, providing you with a unique insight into the company’s operations and a holistic view of its activities.
• 🚀 Strive for Excellence: Sharpen your communication and negotiation skills through daily interactions with team members, clients, partners, and suppliers. You’ll represent the company and ensure professionalism in every relationship.
• 🎉 Event Management: Play a key role in event organization, from developing concepts with the team to coordinating with vendors and contractors, giving you hands-on experience in creating successful events.
  
• 🍏 Innovate and Be Creative: We embrace innovation and creativity at OBRIO, and we encourage our team members to bring their unique ideas to the table. You'll have the chance to explore new solutions and make a real impact on our company's success.

Our benefits:

• Enjoy 20 annual vacation days and unlimited sick leave, all covered by the company;
  
• Don't worry about getting the right equipment, we've got you covered if necessary;
  
• Stay healthy with access to a corporate doctor online, and health insurance options in Ukraine or a fixed amount towards insurance abroad after your probation period;
  
• Keep learning with our extensive corporate library, internal online meetings, and lectures;
  
• Grow your skills with our training compensation program;
  
• Take advantage of our supportive corporate culture, including assistance with relocation, advice on legal stay abroad, housing support, and help for third-country nationals;
  
• Have fun with our online/offline events and team-building activities!

Here's what our hiring journey for this position looks like: Initial Screening ➡️ Team Interview ➡️ Skill Assessment ➡️ Final Check ➡️ Job Offer.

Let's team up and reach for the stars together!

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