Executive Assistant to the CEO

Nova Ukraine; Washington, Baltimore (District of Columbia, MD); On-site; USD 60,000 - 100,000; Full time

Benefits offered by this job

Global impact

International exposure

Job summary

Nova Ukraine is seeking an Executive Assistant to the CEO who is proactive, polished, and highly organized to provide direct operational and administrative support across time zones. You will protect executive time, manage complex logistics, and maintain seamless continuity in Washington, Kyiv, and Europe.

The ideal candidate has 5+ years of executive support experience in nonprofit or international settings, exceptional communication, and strong discretion.

Qualifications

• Bachelor's degree in Business Administration, Political Science, International Relations, Communications, or equivalent professional experience.
• 5+ years of demonstrated experience providing executive-level support to C-suite leaders, preferably within a non-profit, international development, or other board-facing organizations.
• Proven track record coordinating logistics and schedules across multiple international time zones.
• Ability to travel domestically and internationally; a valid passport is required.
• Professional fluency in English is required.
• Advanced proficiency with calendar management and Google Workspace.
• Knowledge of Salesforce or other CRMs is highly preferred.
• Exceptional written and verbal communication, high discretion with confidential information, sound executive judgment, and keen attention to detail.

Responsibilities

• Proactively manage the CEO's complex schedule and optimize time across Washington, DC, Kyiv, Ukraine, and Europe.
• Serve as primary gatekeeper and liaison, triaging inbox and coordinating requests.
• Draft, edit, and proofread high-level executive correspondence and briefing documents.
• Coordinate board meetings, retreats, and strategic events with the broader executive team.
• Prepare agendas, briefing materials, presentation decks, and minutes; track action items.

Skills

Executive support

Calendar management

Communication

Travel coordination

Google Workspace

Cross-border coordination

Education

Bachelor's degree

Tools

Salesforce

Google Workspace

Job description

Nova Ukraine is an international nonprofit delivering strategic humanitarian initiatives in partnership with trusted teams across Ukraine. Since 2014, we've directed over $161.6 million toward aid for war-affected communities, healthcare, education, infrastructure, and civil society development. At Nova Ukraine, we turn aid into impact. We strengthen civil society and support high-impact initiatives that change lives - and we're looking for people ready to make a meaningful impact alongside us.

We are looking for an Executive Assistant to the CEO who proactive, polished, and highly organized Executive Assistant to the CEO to provide direct operational and administrative support to the CEO as their primary principal, with secondary support to other C-suite executives as needed. Serving as a trusted strategic and organizational partner, the Executive Assistant to the CEO will protect executive time, manage complex global logistics, perform inbox triage, and maintain seamless operational continuity across international time zones. The ideal candidate is highly organized, discreet, and comfortable working across administrative, operational, and project-based tasks in a fast-paced, mission-driven environment.

Why work with us?

Mission-Oriented Work - Work in a mission-driven nonprofit team, contributing to programs that support civil society and promote accountable governance.

High-Level Professional Growth - Gain rare, organization-wide visibility and hands-on exposure to executive-level operations, international development, and major fundraising strategies.

C-Suite & Global Connections - Serve as a key organizational bridge, collaborating directly with board members, government institutions, civil society leaders, and international partners.

Global Impact - Join a diverse, high-performing team where your individual contributions make a tangible difference in achieving our 2026-2030 strategic goals.

What You’ll Do:

Calendar Management

• Proactively manage and optimize the CEO's complex schedule, prioritizing competing demands, resolving conflicts, and ensuring proper meeting preparation.
• Maintain calendar alignment across Washington, DC, Kyiv, Ukraine, and European time zones.

Gatekeeping and Communication

• Serve as the primary gatekeeper and stakeholder liaison, managing incoming requests and conducting daily inbox triage.
• Draft, edit, and proofread high-level executive correspondence, briefing documents, and organizational communications adhering to Nova Ukraine's templates, style guide, and confidentiality requirements.
• Represent the CEO and Nova Ukraine professionally with internal teams, board members, major donors, and external international stakeholders.

Meeting and Project Preparation

• Work with other members of the executive support team to coordinate board meetings, retreats, and strategic events.
• Prepare agendas, briefing materials, presentation decks, and other meeting documents.
• Record minutes, track action items, and follow up on assigned deliverables.
• Support special projects from planning through completion.

Logistics and Administration

• Plan and execute end-to-end domestic and international travel, including travel itineraries, accommodations, meeting logistics, and contingency plans, primarily across the U.S., Europe, and Ukraine.
• Handle expense reports, travel reimbursement, and administrative budget tracking for the CEO's office in Salesforce.
• Maintain secure, organized digital filing systems for confidential organizational, donor, and executive records in Google Workspace.
• Collaborate within the administrative support model led by the Senior Executive Assistant.

What We're Looking For:

• Bachelor's degree in Business Administration, Political Science, International Relations, Communications, or equivalent professional experience.
• 5+ years of demonstrated experience providing executive-level support to C-suite leaders, preferably within a non-profit, international development, or other board-facing organizations.
• Proven track record coordinating logistics and schedules across multiple international time zones.
• Ability to travel domestically and internationally; a valid passport is required.
• Professional fluency in English is required.
• Advanced proficiency with calendar management and Google Workspace.
• Knowledge of Salesforce or other CRMs is highly preferred.
• Exceptional written and verbal communication, high discretion with confidential information, sound executive judgment, and keen attention to detail.