Executive Assistant

Executive Assistant

About us:

Farsight Vision converts flight footage into digital 2D and 3D twins for real-time intelligence in GNSS-denied environment, making analytics and situational awareness convenient and accessible while saving time and effort. We create multi-layered digital twins of terrain with dynamic tracking and object/landscape monitoring and predicting.

About the role:

We are seeking a highly proactive and Executive Assistant to serve as a reliable partner to our leadership team, supporting the CEO, Viktoriia, and CTO, Volodymyr. This role is critical within our dynamic and fast-growing environment and extends well beyond traditional administrative support.

The successful candidate will optimize executive workflows, enhance cross-functional communication, and coordinate complex operational and logistical processes. Acting as a central point of alignment, this role will help ensure the executive team operates efficiently and effectively as the company continues to scale.

Core Responsibilities (but not limited to):

• Calendar & Inbox Mastery: Manage complex, high-volume calendars; prioritize meeting requests and protect the executives' time for deep work.

• Travel Management: End-to-end coordination of domestic and international trips (flights, accommodation, visas, transfers, and detailed itineraries).

• Operations & Logistics: Liaise with partners and logistics providers; track international/local shipments; handle documents and "run errands" that require physical presence in Lviv.

• Project Tracking: Act as a project coordinator — follow up on action items from meetings, ensure deadlines are met, and keep CRM/task managers up to date.

• Communication Hub: Draft professional emails, presentations, and reports in English and Ukrainian; manage relations with key vendors and partners.

• Office & Personal Support: Occasional assistance with personal tasks for the founders to ensure their maximum focus on business growth.

Requirements:

• Experience: 2+ years in a similar role (EA, PA, or Operations), preferably within the IT or startup sector.

• Language: Intermediate to Upper-Intermediate (В2). You must be comfortable writing professional emails and speaking with international partners.

• Lviv-based & Mobile: Residing in Lviv with a valid driver’s license (optionally).

• Tech Savvy: Proficiency with Google Workspace, Slack, Notion/Trello/Jira, and AI tools for productivity.

• Logistical Expertise: Proven ability to navigate complex shipping (Nova Poshta, Meest, DHL) and travel bookings.

• The "Getting Things Done" Mindset: A track record of solving problems independently (finding a rare spare part, booking a fully booked restaurant, or fixing a logistics fail).

• Extreme Ownership: You don't just "report" a problem; you bring 2-3 solutions.

• High Gatekeeping Ability: You know how to say "no" politely but firmly on behalf of the executives.

• Stress Resilience: You stay calm when plans change at 9 PM on a Friday.

• Attention to Detail: You’re the person who catches a typo in a contract or a 10-minute overlap in a calendar.

Security Eligibility

Our platform is actively used by the Armed Forces in live operations. As an Estonian-Ukrainian defence technology company handling sensitive operational data, we have a responsibility – legal, ethical, and practical – to ensure the integrity of everyone on our team.

All candidates must be able to confirm the following:

• Neither you nor your close relatives (parents, spouse, siblings, children) reside in Russia, Belarus, or temporarily occupied Ukrainian territories

• You have no regular personal, financial, business, or professional contact with individuals in those territories

• You consent to a deeper security verification if the process advances to later stages

If any of the above criteria are not met, please do not proceed with your application.

Hiring process:

Apply with your CV and a brief cover letter explaining your interest and relevant experience

Selected candidates will be invited to the initial interview with the HR representative.

Optionally, we might ask you to do a test task.

Successful applicants will proceed to interviews with the CTO and CEO.