Office Coordinator

Огляд

The Dutch Defense Cluster (DDC) represents Dutch businesses in Kyiv, Ukraine. We bring together companies from the defence sector and beyond, supporting their presence and cooperation on the ground. As the cluster grows, we are building a professional and welcoming base of operations. That calls for someone who keeps the office running, helps create meaningful networking opportunities, and grows along with us.

As Office Coordinator, you are the backbone of the office and make sure day-to-day operations run smoothly. You combine administrative support with a light front office role. You are the first point of contact for the cluster: you welcome visitors and partners, support the companies and representatives connected to the cluster, and keep an overview of practical matters.

Alongside your office support work, you play an important role in organising events, networking receptions, business meetings and delegations that bring the Dutch business community in Kyiv together. From planning and logistics to on-site coordination and follow-up, you help ensure every event runs professionally and leaves a positive impression. This is a role with room to grow. As the cluster develops further, your responsibilities grow with it.

Обов'язки

• carrying out a wide range of administrative tasks and safeguarding their quality
• welcoming visitors, partners and representatives, and handling incoming calls and email
• managing office supplies, mail, packages and general facilities
• supporting the cluster and its member companies with calendars, appointments, reservations and travel bookings
• acting as the point of contact for facility matters and maintaining relationships with suppliers and service providers
• planning, coordinating and supporting the delivery of networking events, business receptions, workshops, meetings and delegations from preparation through on-site execution
• coordinating event logistics, including venues, catering, guest lists, invitations, registrations, transportation and event materials
• liaising with suppliers, venues and external partners to ensure smooth event delivery
• assisting with event communications, schedules, agendas and follow-up activities
• supporting budgeting, expense tracking and procurement related to office operations and events
• identifying opportunities to improve processes and taking the lead on implementing improvements

Вимоги

• experience in an administrative, office support, events coordination or front office role
• good command of English
• proficiency with MS Office and ability to quickly learn new systems and event management tools
• excellent organisational, planning and time-management skills, with the ability to manage multiple priorities simultaneously
• strong communication and stakeholder management skills, with a customer- and service-oriented mindset
• proactive, hands-on and resourceful approach, with attention to detail and strong practical problem-solving skills
• ability to coordinate logistics and remain calm under pressure during events
• ability to work independently while collaborating effectively with colleagues, partners and suppliers
• eagerness to help build and grow with a developing organisation
• experience organising corporate events, meetings, conferences or networking activities will be an advantage
• knowledge of Ukrainian and/or Dutch will be an advantage

Умови

• opportunity to work in a team making a real contribution to Ukraine's security
• direct collaboration with an international team and company leadership
• high level of responsibility and autonomy
• opportunity to grow with an ambitious company in the defence tech sector
• full-time work from the office in Kyiv
• competitive compensation in line with experience and qualifications