Опис вакансії
We are looking for a business assistant for the owner of a real estate development company. The role involves assisting the owner in effectively managing time, information, and task flow: coordinating arrangements, monitoring the completion of assignments, preparing for meetings, handling reporting, and communicating with department heads. It is important to understand development processes, project structures, cost estimates, and permitting documentation.
Вимоги
- 2–3+ years of experience as a business assistant or executive assistant (to an owner, CEO, or top manager)
- Experience in real estate development or construction—on the client’s side or as a general contractor
- Understanding of the structure of a development project: client services, general contracting, cost estimates, permitting, and project documentation
- Experience managing task tracking and taking meeting minutes
- Proficiency with Notion or similar tools, Google Workspace / MS Office
- Ability to quickly organize large amounts of information and identify key points
- Fluency in written and spoken Ukrainian
- Systematic approach, organizational skills, and attention to detail
- Ability to prioritize tasks and distinguish between what is important and what is urgent
- Ability to ensure tasks are completed without conflict and to communicate effectively with managers
- Emotional resilience and the ability to work in a fast-paced, ever-changing environment
- High sense of responsibility for results
- Confidentiality and honesty—do not hide problems or delays from the owner
Обов'язки
- 1. Tracking the Owner’s Assignments and Tasks
- Recording all assignments given by the owner during meetings, calls, and chats
- Assigning tasks to department heads on behalf of the owner with clear deliverables and deadlines
- Monitoring deadlines, sending reminders, and escalating overdue tasks to the owner
- Maintaining a single registry of assignments with status updates
- Weekly review: what has been completed, what is overdue, what is blocked, and why
- 2. Information Flows and Reporting
- Regularly collecting reports from departments: client services, general contractor, finance, and sales
- Verifying reports for completeness
- returning them for revision
- Compiling information into a concise digest for the owner highlighting key deviations
- Ensuring a standardized format and schedule for departmental reporting to the owner
- Maintaining a knowledge base: key documents, contacts, agreements, decisions
- 3. Preparation for Meetings and Negotiations
- Briefing before each important meeting: participants, history of interactions, objectives, open issues
- Preparing presentations, reference materials, and comparison tables
- Minutes of key meetings: decisions, responsible parties, deadlines
- Distributing decisions to participants and entering tasks into the system within one day after the meeting
- 4. Reference analytics and audits
- Vetting contractors and suppliers: completed projects, reputation, services offered
- Comparing commercial proposals and price quotes
- Reviewing reports and payments at the owner’s request prior to approval
- Gathering information on the market, competitors, and regulatory changes upon request
- 5. Managing the owner’s time and calendar
- Maintaining the calendar, prioritizing meetings, and securing time for strategic work
- Planning the week together with the owner
- Filtering meeting requests: what requires the owner’s attention, what can be delegated
- Organizing site visits and business trips
- 6. Document Flow and Approval
- Monitoring documents requiring the owner’s signature or approval
- Pre-checking documents for completeness before forwarding them to the owner
- Tracking approval deadlines
- Archiving key contracts and decisions
- 7. Communication on Behalf of the Owner
- Business correspondence and communications on behalf of the owner within agreed-upon limits
- Maintaining communication with executives, partners, and key counterparties
- Responding to routine inquiries without involving the owner
- Tactful handling of rejections and rescheduling
- 8. Special Assignments and Projects
- Coordinating specific assignments from the owner that do not fall under any department’s purview
- Organizing corporate events, strategic sessions, and meetings with partners
- Preparing for meetings with investors, banks, and government agencies (logistics and materials)
- 9. Digital Tools and AI
- Managing tasks and the knowledge base in Notion
- Working with the owner’s AI assistant: inputting data, verifying results, and completing tasks that the AI does not finish
- Proposals for automating the assistant’s routine tasks
- The primary objective of the role is to ensure a closed-loop workflow for the owner: record → transfer → monitor → verify → report.
Ми пропонуємо
- Work directly with the owner of a real estate development company
- Involvement in the company’s key business processes and decisions
- Work on large-scale real estate development projects
- Opportunity to gradually expand your scope of responsibility as trust grows
- Working with modern digital and AI tools
- Compensation is negotiable on an individual basis
- Probationary period: 2 months
- Office-based, full-time, 5 days a week
- Possible site visits with the owner
Буде плюсом
- Work experience at one of Ukraine’s top 10 or top 20 developers or at a major general contractor
- Skills in working with AI tools
- English proficiency at the B2+ level
- Basic understanding of financial statements, cost estimates, and project budgets
