Administrative & Operations Assistant

We're looking for an Administrative & Operations Assistant to help an international organization establish and support its growing presence in Ukraine.

Are you someone who enjoys making things happen behind the scenes, solving unexpected challenges, and keeping everything running smoothly?

Beetroot is a trusted partner for startups and established organizations worldwide, helping them build strong teams and find exceptional talent. We are currently supporting an international client that is expanding its operations in Ukraine and building a local office in Kyiv.

The company is a globally recognized organization with decades of experience delivering advanced solutions across international markets. With a strong focus on quality, long-term partnerships, and operational excellence, they work closely with governments, institutions, and strategic stakeholders around the world.

As an Administrative & Operations Assistant, you will become the trusted right-hand of the Kyiv Office Manager, supporting a wide variety of operational, administrative, and coordination tasks. This role is ideal for someone who thrives in a dynamic environment, enjoys taking ownership, and is ready to support everything from everyday office needs to high-profile visits, meetings, and delegations.

You will play a key role in helping establish a professional and welcoming office environment while ensuring smooth daily operations and effective coordination with local and international stakeholders.

What you'll do in this role

• Support the Kyiv Office Manager and global leadership team with daily administrative and operational tasks.
• Manage schedules, appointments, logistics, and ad hoc requests.
• Coordinate office activities and ensure smooth day-to-day operations.
• Welcome and support international visitors, delegations, partners, and representatives of various organizations and institutions.
• Assist in organizing meetings, events, and official visits.
• Provide translation and interpretation support between Ukrainian and English when required.
• Prepare, translate, and maintain internal documents, presentations, and correspondence.
• Coordinate transportation and driving support when needed.
• Oversee vehicle-related administration and maintenance activities.
• Assist with travel arrangements, accommodation bookings, and related logistics.
• Handle sensitive information with professionalism, discretion, and confidentiality.
• Be ready to assist with a broad range of practical tasks—from preparing meeting rooms and arranging refreshments to supporting senior-level meetings and official engagements.

We're looking for

• Previous experience in administration, office management, executive assistance, operations coordination, hospitality, or a similar support role.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Professional level of English, both spoken and written.
• Ability to work independently and proactively solve problems.
• High level of discretion and trustworthiness when handling confidential information.
• Flexibility and willingness to support tasks outside of standard office routines when needed.
• A service-oriented mindset and genuine desire to help others succeed.

How to knock our socks off

• Experience supporting senior executives or leadership teams.
• Experience working with international organizations, embassies, government institutions, or official delegations.
• Event coordination or protocol experience.
• Bookkeeping or finance administration experience.
• Valid Category B driver's license and confidence driving in urban environments.
• Experience providing translation or interpretation support in professional settings.
• Ability to remain calm, organized, and resourceful in fast-changing situations.
• Knowing five or more dishes that include beetroot besides borshch.

✔ Not checking every box?

This job looks very exciting, but you hesitate to apply because of the confidence gap? Reach out to us anyway! Beetroot is an inclusive workplace that considers all applicants. We’re committed to openness — promoting equality and fostering an environment where different backgrounds, ideas, and experiences are not just accepted, but embraced. So let’s discover together whether we could be an excellent fit for each other.

Please send us your CV in English, and we'll be happy to discuss your application further.