CEO Assistant

What you will do

Executive task and priority management

• Capture the CEO's requests, ideas and commitments and turn them into clearly structured actions.
• Maintain an up-to-date task-management system in Trello, including owners, deadlines, statuses and next steps.
• Monitor priorities, deadlines and dependencies, proactively highlighting risks or blockers.
• Ensure that important commitments are followed through and completed on time.
• Break larger assignments into manageable milestones and make progress visible.

Calendar, meetings and follow-ups

• Coordinate the CEO's calendar and support effective prioritisation of meetings and commitments.
• Prepare meeting agendas, materials and relevant background information.
• Organise meeting logistics when required.
• Lead the preparation process and ensure that the CEO has all necessary context in advance.
• Capture decisions, actions, owners and deadlines.
• Share clear meeting notes and next steps within the agreed timeframe.
• Follow up with internal and external stakeholders until actions are completed.

Daily communication and operating rhythm

• Prepare and lead a focused 15-minute daily meeting with the CEO.
• Communicate progress, changes and potential issues proactively.
• Escalate blockers early and always bring a recommended next step or possible solution.
• Maintain clear visibility of work without waiting to be asked for updates.

Research and executive communication

• Conduct research, collect and analyse information, and prepare concise findings for decision-making.
• Prepare reports, documents and presentations.
• Draft official emails, messages and documents on behalf of the CEO.
• Translate complex or scattered information into clear summaries, options and recommendations.
• Maintain accuracy, appropriate tone and confidentiality in executive communication.

Administrative support

• Coordinate the CEO's business travel together with the company's Travel Agent.
• Support the preparation of travel plans, visas and other required documentation.
• Make sure that itineraries, contacts, bookings and supporting information are complete, accurate and easily accessible.
• Support selected personal tasks when required.

Process improvement and technology

• Propose practical improvements rather than waiting for detailed instructions.
• Use AI, automation and modern digital tools to improve speed, quality and visibility.
• Learn new systems quickly and apply them to everyday work.
• When capacity is available, proactively suggest specific ways to support the CEO or improve existing processes.

What we are looking for

Professional competencies

• Systematic organisation. You create reliable systems for tasks, information, schedules and follow-ups.
• Executive task and priority management. You can turn conversations and ideas into structured actions and balance urgency, importance and deadlines.
• Proactive planning. You anticipate tasks, risks and opportunities before being asked.
• Attention to detail. You maintain accuracy while keeping speed and priorities in focus.
• Independent problem-solving. You investigate independently and bring options or solutions, not only questions.
• Adaptability. You remain calm and effective when priorities, timing or context change.
• Stakeholder communication. You can coordinate and build agreements with people at different management levels, as well as with clients and external stakeholders.
• Strong written communication. You prepare concise, accurate updates, summaries and messages with clear asks and next steps.
• Ownership of outcomes. You treat each assignment as your responsibility and follow it through to completion.
• Technology and AI fluency. You are genuinely interested in AI, automation and modern digital tools and can learn new systems quickly.
• Judgement and confidentiality. You handle sensitive personal, executive and company information with discretion.

Personal qualities

• Proactivity. You act without waiting to be reminded and propose useful next steps.
• Ownership and accountability. You take responsibility for outcomes and mistakes, resolve issues and help prevent them from recurring.
• Reliability. You create order and ensure that important details and commitments are not lost.
• Healthy ambition. You want to grow through measurable results and increasing responsibility.
• Strong internal motivation. You are motivated by completed work and meaningful results, not only by external recognition.
• Resilience and self-confidence. You can receive direct feedback without becoming defensive or losing effectiveness.
• Feedback orientation. You listen carefully, extract the useful message and apply it.
• Emotional maturity and empathy. You understand other people while maintaining perspective and professional effectiveness.
• Partner mindset. You combine support with judgement and constructive challenge rather than automatically agreeing or refusing.
• Bias to action. You move work forward through visible steps instead of waiting for perfect conditions.
• Energy for an intensive pace. You can prioritise, stay composed and deliver consistently in a fast-moving environment.

What success looks like

During the first months, you will be expected to

• Build and maintain a trusted task-management system where commitments are captured and tracked.
• Establish a reliable daily operating rhythm with consistent written updates and focused check-ins.
• Ensure that the CEO has clear visibility into progress, blockers and decisions required.
• Close follow-up loops and prevent important commitments from being missed.
• Improve meeting preparation, action tracking and follow-through.
• Introduce practical improvements through AI, automation and modern tools.

This role may not be the right fit if you

• Prefer to receive detailed instructions for every step.
• Are uncomfortable making progress when the initial information is incomplete.
• Wait to be asked before sharing updates, risks or available capacity.
• Prioritise perfection over a timely, high-quality result.
• Prefer a predictable administrative routine over a dynamic role with changing priorities.

What you get

Your time off

18 paid vacation days and 10 paid sick days annually

10 Ukrainian public holidays

Maternity and paternity leaves

Marriage and Parenthood Package

Additional leave for major life events

Sabbatical leave opportunities

Learning & growth

Sombra University workshops and internal learning programs

Tech Communities and knowledge sharing sessions

Language courses and workshops

Mentorship opportunities

Health & well-being

Sports compensation or health insurance coverage

Participation in races and marathons

Corporate doctor (telemedicine)

Well-being initiatives and workshops

And even more

Company-provided technical equipment

PE administration and tax support

Internal referral program

IT Club loyalty program

Company events and volunteering initiatives

Before you apply

Our recruitment team will carefully review your profile, and if we see a good match with the role, we'll reach out to you shortly.

If you don't hear from us within 5 business days, it means we've decided to continue the process with other candidates for this position. Thanks for understanding.