Executive Assistant to the CEO & Operations Coordinator

Job Description

Dima operates in the food industry, specializing in the design and production of corporate gifts. As we continue to expand our team and strengthen our internal structures, we are seeking a capable, highly organized, and results-driven professional to work directly with the CEO.
The mission of this role is to translate the CEO’s decisions and priorities into clear, actionable plans, coordinate activities across departments, and drive follow-ups through to successful completion. This position extends well beyond traditional office administration and will play an important role in strengthening operational discipline and developing the company’s internal processes.
Key Responsibilities
Manage the CEO’s calendar, meetings, calls, and priorities
Prepare meeting agendas, documents, and required background information
Record meeting minutes and follow up on decisions, responsible parties, and deadlines
Track the CEO’s instructions and special projects through to completion
Coordinate activities across Sales, Production, Design, Finance, and Support teams
Monitor progress and provide regular reports on open, delayed, and decision-dependent matters
Handle incoming calls, correspondence, and organizational communications professionally
Record and follow up on customer information and next actions in the CRM system
Manage documents, contracts, files, and confidential information
Obtain quotations, handle office purchases, and coordinate with suppliers
Document processes and develop checklists and follow-up systems
Assist with interview coordination and onboarding activities for new employees
Perform basic graphic editing when required.
Required Qualifications and Competencies
Relevant experience as an Executive Assistant, Office Manager, or Operations Coordinator
Ability to manage multiple priorities simultaneously and make sound prioritization decisions
Strong ownership and the ability to follow tasks through to completion without continuous reminders
Ability to prepare reports, meeting minutes, and concise management summaries
Excellent verbal communication and professional business writing skills
High attention to detail, responsiveness, and problem-solving ability
Professional conduct and respectfully assertive communication
Strong integrity, accountability, and commitment to confidentiality
Proficiency in office productivity tools, CRM systems, and digital workplace applications