Administrative Specialist

Get to know us

Ideals is a global B2B SaaS product company recognized as the most highly rated and customer-centric in a secure business collaboration market. Trusted by more than 2,000,000 users from 175,000 companies globally, we are on a mission to create more prosperity in the world by accelerating high-stakes business decisions. We achieve this by delivering extremely intuitive and robust software products that help people make impactful decisions with less stress, higher quality, and shorter hours:

Ideals Virtual Data Room: A web-based cloud platform used by companies in a wide range of industries to ensure secure confidential document sharing for online due diligence, fundraising transactions, corporate reporting, licensing, clinical trials, and other business goals.

Ideals Board: A cloud platform with web and mobile applications used by board members, CEOs, executives, and corporate secretaries, to streamline governance and improve high-stake decisions in a fast, secure, and compliant way.

The role

While we're remote-first, Ideals Kyiv office is our Ukrainian hub where we connect and collaborate. We're looking for an Administrative Specialist who will ensure our Kyiv workspace runs smoothly and feels welcoming.

This is a hands-on role where you’ll take ownership of administrative support, daily office operations, and handling travel logistics. You’ll also partner with multiple teams to streamline admin processes and help Idealers focus on their best work.

This role provides the perfect mix of autonomy, impact, and variety for those who enjoy creating order, supporting others, and adding thoughtful touches that elevate everyday experiences. We offer flexible hours and an open, collaborative culture where your initiative truly matters.

What you will do

• Provide daily administrative support, including welcoming guests, managing parking and visitor lists, and resolving office-related queries both onsite and online

  Take charge of office purchases (snacks, first aid supplies, tech accessories), including vendor research and coordination

  Manage access cards and parking logistics for team members and guests

  Arrange travel bookings and accommodations when needed

  Support IT, Legal, Accounting, HR, and other teams with various administrative tasks

  Handle communication and document exchange with our Business Center

  Set up coworking spaces as required and manage payments for virtual offices, coworking passes, offices, and storage facilities

  Keep track of and manage office inventory in Kyiv

  Assist the People Ops team with ad-hoc tasks such as printing and organizing documents

  Manage team gifts and support event managers with occasional tasks and logistics

  What you bring

  • Upper-intermediate English

    Strong organizational and multitasking skills - you know how to set priorities and get things done

    Excellent communication skills and a naturally friendly, supportive approach

    Attention to detail and the ability to learn quickly

    Proactive and resourceful when solving problems or handling unexpected situations

    A kind, approachable personality with a genuine desire to help others

    A creative mindset and a passion for modern design and technology

  Nice to have

  • 1+ years of relevant experience in a role with similar responsibilities

    Experience with travel management

    What we offer

    We highly value our people, so we will empower you with all the resources and support to help you reach your full potential.

    For your best work

    • Remote-first flexibility to shape your ideal workday

      Home workplace budget

      Resilient home budget for Ukraine-based teammates

      Resilient office in Kyiv & co-working expense coverage

      Individual IT budget for extra equipment

      Top-tier tech and AI-powered tools

      For your growth

      • Access to Ideals Academy with numerous courses

        Investment in external learning and development activities

        Guidance in Personal Development Plan creation

        Professional literature and subscriptions coverage

        Support of your passion as a speaker or writer

        Internal talent mobility opportunities

        For your well-being

        • Tailored Wellness Package for your physical and mental health

          Full coverage of mental health sessions for Ukrainian teammates

          Funding for sports competitions

          20 business days of paid time off per year

          Unlimited health-related time-off

          Extra perks

          • Team-building offline and online events

            Budget for meetups with your local team

            Generous internal referral program

            Our culture

            Commitment, Excellence, Collaboration, Trust and Care are core values to the Ideals team. For us, these are the principles that every Idealer lives and breathes. We are on the lookout for like-minded individuals who share our values. By doing so, we are able to create a team where talents feel at ease and are able to work to the best of their abilities.

            Commitment and Excellence inspire us to set the bar high, achieve the most ambitious goals and push the limits further. Our diversity and different perspectives are the foundation of our success. Collaboration and Trust ensure that everyone has access to all the information, proactively shares thoughts, and leverages the teammates’ diverse opinions, experiences, and backgrounds. Both values help us to solve the most challenging problems. Care drives us to create a positive work environment and make everyone feel valued. We also stand for Idealers’ physical, mental, financial, and personal well-being and encourage a healthy lifestyle and active living.

            Idealers work in a remote-first model, meaning we collaborate from anywhere – either home, cafe, co-working space, or one of our offices. Despite being located across the globe, we stay connected through the latest tools and technologies, ensuring that everyone on our team feels surrounded by teammates and engaged with our common goals.

            Ideals is an equal opportunity employer

            Ideals is made up of people from a wide variety of backgrounds and lifestyles. We embrace diversity and invite applications from people from all walks of life. We don’t discriminate against employees or applicants based on gender identity or expression, sexual orientation, race, religion, age, national origin, or citizenship.