Executive Assistant
Executive Assistant to the Director
Position Title: Executive Assistant to the DirectorLocation: Kyiv, UkraineOrganization: Arroyo Legacy LLCReports To: Roberto Hernandez, Director
Position Summary
Arroyo Legacy is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Director in managing daily operations, strategic initiatives, business development efforts, and stakeholder engagement. The Executive Assistant will serve as a trusted partner to the Director, ensuring efficient execution of priorities across multiple projects involving logistics, defense technology integration, humanitarian assistance, government engagement, and international business operations.
This role requires exceptional communication skills, discretion, initiative, and the ability to manage competing priorities in a fast-paced environment.
Key Responsibilities Executive Support
Manage the Director's calendar, appointments, meetings, and travel arrangements.
Coordinate domestic and international travel, including flights, accommodations, transportation, visas, and itineraries.
Prepare meeting agendas, briefing materials, presentations, and follow-up action trackers.
Draft correspondence, reports, memoranda, letters, and official communications in English and Ukrainian.
Screen and prioritize incoming communications and requests.
Project Coordination
Track action items across multiple projects and ensure timely follow-up with team members, partners, and clients.
Assist with planning, organizing, and documenting meetings with government agencies, military organizations, donors, vendors, and business partners.
Maintain project records, document repositories, and reporting systems.
Support proposal development, contract administration, and procurement documentation.
Administrative Operations
Maintain organized electronic and physical filing systems.
Assist with office administration, vendor coordination, and procurement activities.
Coordinate logistics for company events, training sessions, demonstrations, and site visits.
Support onboarding and administrative management of consultants and contractors.
Communications & Stakeholder Management
Serve as a professional point of contact for external stakeholders.
Coordinate meetings and communications with Ukrainian and international partners.
Prepare meeting notes, summaries, and action plans.
Track correspondence and ensure timely responses.
Research & Business Support
Conduct research on regulatory requirements, business opportunities, suppliers, government programs, and market conditions.
Assist in preparing business development materials, presentations, and reports.
Support business development, partnership development, and proposal efforts.
Monitor key deadlines and deliverables.
Confidentiality & Special Projects
Handle sensitive and confidential information with discretion.
Support special assignments as directed by the Director.
Assist with strategic initiatives and priority projects.
Required Qualifications
Bachelor's degree preferred.
Minimum 3 years of experience in executive support, office management, project coordination, or a related role.
Excellent written and verbal communication skills in English and Ukrainian.
Advanced proficiency with Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams).
Strong organizational and time-management skills.
Ability to manage multiple priorities independently.
High level of professionalism, discretion, and integrity.
Experience coordinating travel and logistics.
Preferred Qualifications
Experience working with international organizations, NGOs, government agencies, defense, logistics, or technology companies.
Experience with procurement, contracts, or project management.
Familiarity with Ukrainian government and business processes.
Working knowledge of CRM, accounting, or project management software.
Additional language skills (Russian or Spanish) are an advantage.
Desired Attributes
Highly proactive and resourceful.
Strong attention to detail.
Able to anticipate needs before they arise.
Comfortable working in a dynamic and rapidly changing environment.
Strong interpersonal and relationship-management skills.
Solution-oriented mindset.
Compensation
Salary: USD $1,500–$2,500 per month, depending on qualifications and experience.
Application Requirements
Interested candidates should submit:
CV/Resume (English preferred)
Salary expectations
Availability/start date
Professional references may be requested during the final stages of the selection process.
About Arroyo Legacy
Arroyo Legacy is a Ukraine-based defense integration and operational support company providing logistics support, flight operations, military system testing, procurement, program management, and in-country administrative and legal support to international partners operating in Ukraine.