Administrative Assistant

OBRIO is an IT company with Ukrainian roots inside Genesis business ecosystem. We specialize in developing mobile applications and web products. Our team consists of more than 250 talented professionals whose ambitions and striving for success help us build the best products on the market. Currently, the OBRIO team works remotely from various locations in Ukraine and 12 other countries.

About Nebula

Our flagship product Nebula has over 60+ million users worldwide. It has been ranked as the № 1 lifestyle app of the day in the Apple Store and Play Market in the USA, Canada, and Australia several times. Nebula is a global multifunctional platform for astrology lovers created to inspire people in finding their way to happiness.

Here are some details we would like to share with you:

• Our core product Nebula is #1 in its niche in terms of downloads and revenue targets;
• 60+ million users worldwide;
• 300+ thousands DAU;
• Users from 50+ countries;
• 4.8 - our average AppStore rating (with more than 215 thousand ratings);
• OBRIO's achievements and team's expertise were shared in Tier-1 international and Ukrainian media, organizations, and brands such as Forbes Ukraine,  TechCrunch,  VECTOR, The Next Web, Tech.eu, Entrepreneur Media, Fast Company,  *AIN, IT Arena, MEGOGO,* *DOU, Projector Institute.*

Who we are looking for?

We are looking for an Administrative Assistant who will help optimize our administrative processes in the Warsaw office, contribute to creating a positive work environment for our team, and support our remote employees.

In this role, you will work closely with Yevheniia, Happiness & Administrative Lead at OBRIO. To learn more about Yevheniia’s responsibilities at OBRIO, check out one of her articles.

Your Responsibilities:

• Implement and improve administrative workflows.
• Efficiently manage all stages of procurement, from identifying needs and selecting suppliers to successful implementation.
• Handle office expenses and payments.
• Generate creative ideas for celebrating employees' special occasions.
• Organize events, team initiatives, and develop corporate merchandise together with the team.
• Assist top management with personal and business needs (e.g., personal errands, booking tickets, reserving tables, etc.).
• Arrange business trips for conferences and meetings (booking tickets, hotels, assisting with documentation, etc.).
• Search for new contractors and negotiate better conditions with existing ones.
• Monitor service quality and collect feedback from the team.
• Manage food orders (breakfasts, lunches, snacks).
• Ensure cleanliness and order in the office, organize repair works when needed.
• Order office equipment, furniture, books, plants, and decorative elements.

About You:

• Previous experience in a similar role.
• Strong creativity and the ability to generate innovative ideas and non-standard solutions.
• Excellent communication skills, ability to negotiate with team members, contractors, and suppliers, and confidently defend your ideas.
• High level of responsibility and a proactive approach to problem-solving.
• Proficiency in Google Sheets and Canva, with experience in Google Slides, Keynote, or similar tools.
• Ability to multitask effectively, manage multiple priorities, and thrive in a fast-paced environment.
• Strong prioritization skills, ability to focus on the most important tasks, and quickly adapt to changes and challenges. Experience with task management tools is a plus.
• Ability to efficiently solve urgent problems and challenges.
• English proficiency: B1 and above, Polish proficiency: A1.

Would Be a Plus:

• Previous experience in an event or PR agency.
• A portfolio showcasing experience in project administration or business travel management.
• A network of contacts with contractors.
• Experience in organizing office renovations and understanding related costs.

Why OBRIO is the best place to work?

• 📌 Diverse Responsibilities: You'll work on a wide range of projects and tasks, ensuring variety in your role and continuous learning opportunities.
• 🏉 Team Collaboration: You'll collaborate with the entire team, from product teams to the CEO, giving you a unique understanding of the company’s operations and a holistic view of its activities.
• 🚀 Commitment to Excellence: You’ll have the opportunity to enhance your communication and negotiation skills through daily interactions with team members, clients, partners, and suppliers. You will represent the company and ensure professionalism in all relationships.
• 🎉 Event Organization: You’ll play a key role in event planning, from concept development with the team to coordination with suppliers and contractors, gaining hands-on experience in organizing successful events.
• 🍏 Innovation & Creativity: At OBRIO, we encourage innovation and creativity, giving team members the freedom to share and implement unique ideas. You’ll have the chance to explore new solutions and make a real impact on the company’s success.

Our Benefits:

• 20 days off per year and unlimited paid sick leave covered by the company

• Company-provided equipment if needed.
• Online corporate doctor services covered by the company, plus medical insurance after passing the probation period.
• Extensive corporate library (we purchase any necessary books, webinars, and masterclasses), plus internal online meetups and lectures.
• Compensation for professional learning and development.
• Breakfasts, lunches, unlimited fruits, and snacks in the office.
• Online events and team-building activities.

Here's what our hiring journey looks like:

Here’s what our hiring journey looks like: Initial Screening ➡️ Skills Assessment ➡️ Team Interview ➡️ Final Check ➡️ Job Offer.

Let's team up and reach for the stars together!

More about us on social media: Facebook, Instagram, LinkedIn, TikTok.

Discover our job openings, refer friends, and get an exclusive behind-the-scenes look at OBRIO by joining our Telegram.