Strategic Operations Coordinator — Ukraine

As Strategic Operations Coordinator based in Kyiv, you will be Alta Ares' operational backbone in Ukraine, supporting coordination of field activities, managing institutional and partner relationships locally, and serving as the critical link between Ukraine operations and headquarters in Paris. This high-trust, high-visibility role involves administrative management, France-Ukraine liaison, partner and institutional relations, and coordination of field demonstrations, events, and media coverage.

Responsibilities

• Handle day-to-day administrative tasks supporting the Ukraine operations: document management, scheduling, logistics coordination, and reporting
• Maintain organised records of operational activities, partner interactions, and field deployments
• Prepare and format internal documents, briefing notes, and meeting summaries in English and Ukrainian
• Support procurement and expense tracking for local operations in coordination with Finance in Paris
• Manage local vendor and supplier relationships as needed
• Act as the primary coordination link between the Kyiv office and Alta Ares HQ in Paris
• Facilitate smooth information flow across time zones and languages — translating context, not just words
• Coordinate calendars, calls, and follow-ups between Ukrainian partners and the Paris leadership team
• Support onboarding of new Ukraine-based team members and ensure alignment with company-wide processes
• Relay operational updates, field reports, and local intelligence to the appropriate stakeholders in Paris
• Coordinate with Ukrainian defence partners, institutional stakeholders, and government contacts on behalf of Alta Ares
• Support the preparation of meetings, briefings, and visits involving Ukrainian military, government, or industry partners
• Maintain an organised and up-to-date log of partner interactions and follow-up commitments
• Assist in building and nurturing Alta Ares' local network in Ukraine's defence and technology ecosystem
• Support the end-to-end organisation of field demonstrations and operational showcases in Ukraine: logistics, access coordination, equipment management, and on-site support
• Coordinate media presence at demonstrations and field activities: liaise with journalists, photographers, and content creators; manage access, scheduling, and post-event material collection
• Support the organisation of internal and external events hosted in Kyiv: partner visits, team offsites, and institutional meetings
• Ensure field activities run smoothly and safely, coordinating with operational and security teams as required

Requirements

• 1–4 years of experience in operations, coordination, project management, administrative support, or a similar role
• Native Ukrainian speaker — mandatory
• English at B2 level minimum — written and spoken; you will produce and review professional documents daily
• Exceptionally organised and reliable — you own your tasks end-to-end and never drop the ball
• Comfortable operating in a fast-moving, sometimes unpredictable environment — you adapt quickly and stay calm under pressure
• Discreet and trustworthy — you will handle sensitive operational and institutional information as a matter of course
• Strong interpersonal skills: warm, professional, and confident across a wide range of stakeholders — from field operators to senior officials
• Genuine interest in defence technology and European security — you care about the mission, not just the job

Nice to have

• Prior experience in a defence, government, international organisation, NGO, or tech company operating in Ukraine is a strong plus
• Exposure to field environments, operational settings, or live event coordination is valued
• Experience working in or with international teams and managing cross-cultural communication
• ### Skills & Qualities
• French is a meaningful plus — direct communication with Paris HQ will be significantly smoother with French proficiency
• French language proficiency — conversational or above
• Familiarity with Ukrainian defence institutions, procurement structures, or military ecosystem
• Experience coordinating media coverage or managing press access at operational or field events
• Background in event management, field logistics, or military support functions
• Knowledge of defence tech, C-UAS, ISR, or autonomous systems
• Experience with productivity tools: Notion, Google Workspace, Slack