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