IT company LANIT is looking for a First Person Administrative Director.

They are seeking a mature administrative manager who can build and maintain the executive's working environment: calendar, documents, assignments, communications, travel, financial and administrative matters, and execution control.

This is not a secretary position or a classic personal assistant role. They need someone at the level of a secretariat head / administrative director / senior assistant to the first person, capable of becoming a pillar of support for the executive, independently managing processes, filtering incoming traffic, identifying risks, and saving the executive's time.

Responsibilities:

• Managing the executive's calendar: meetings, calls, conferences, events, prioritization, preparation control
• Filtering incoming information: emails, calls, messages, requests, documents
• Organizing internal and external meetings, negotiations, conferences
• Preparing materials for meetings: agendas, memos, presentations, analytical notes
• Controlling incoming and outgoing documentation, approval and signing deadlines
• Maintaining an assignment register: deadlines, responsible parties, statuses, risks
• Controlling assignment execution and regular management feedback to the executive
• Organizing travel: tickets, hotels, transfers, visa support, itineraries
• Controlling administrative expenses, invoices, payments, interaction with contractors
• Participating in the preparation of financial data, budgets, documents for reporting and declarations
• Fulfilling entrusted personal assignments of the executive
• Optimizing administrative processes: calendar, documents, assignments, communications

Requirements:

• Higher education
• At least 5 years of experience as head of secretariat, administrative director, senior assistant to the first person, assistant to the owner / CEO / top executive
• Experience working with high-level executives
• Ability not just to execute assignments, but to independently manage the administrative system
• Experience in controlling documents, assignments, calendar, travel, meetings, and confidential matters
• High literacy, business style, ability to prepare concise and accurate messages
• Ability to work with a large volume of information and quickly identify the main points
• Financial literacy: expenses, invoices, payments, budgets, basic tax and declaration logic
• Proficient in MS Office, Google Docs/Sheets, calendars, messengers, electronic document management systems
• High organization, stress resistance, accuracy, independence
• Willingness to provide recommendations

Important:

This position is not suitable for a candidate who is used to working solely on the principle: “received a task — executed it”.

We need a person who:

• Thinks one step ahead
• Can filter incoming traffic
• Protects the executive's time
• Sees risks before they become problems
• Keeps documents, deadlines, assignments, and people under control
• Can work in an environment of high trust and confidentiality

Conditions:

• Full-time employment
• Office-based only, not remote
• Need to be available during working hours and in emergency situations
• Official employment
• Direct interaction with the executive
• High level of trust and access to the executive's tasks
• Salary is discussed individually with the final candidate
• Opportunity for development to head of administrative department / chief of staff