Administrative specialist

The opportunity: #

This position is open exclusively to Ukrainian residents based in Kyiv.

Our company is expanding, and the Business Operations team needs an extra set of hands to keep our documentation processes and operational workflows running smoothly. If you enjoy turning paper chaos into order and want to make a real impact on how we do business, this role is for you.

We are a data security solutions company, our solutions are well-known amongst security-aware teams worldwide and popular for easily solving complicated security challenges. Apart from building “off-the-shelf” solutions, we design custom security controls for novel problems and handle mission-critical, multi-app, multi-platform distributed systems, addressing serious issues in the world around us.

We work in the B2B space, with customers such as power grid operators, payment processors, legal companies, and million-user customer applications.

Markets: EU, UK, USA.

You will: #

• Maintain the relevance and accuracy of files, documents, agreements, and team members’ records, including their statuses.
• Provide administrative support for internal processes: entering information into internal databases, organising meetings, launching questionnaires, adding or removing team members from files and chats, etc
• Propose and implement improvements in the organisation and systematisation of document management and operational workflows.
• Assist with the preparation and processing of documents from suppliers, customers, and partners to support smooth internal operations.
• Collaborate with other departments (Finance, Legal).
• Support our lawyer in drafting and reviewing client contracts.
• Coordinating team perks and reimbursements (e.g., English classes, travel compensation).
• Support the military paperwork process (booking, accounting, record-keeping) in collaboration with our external provider. This will not be your direct responsibility but will involve helping to ensure compliance with conscription regulations.

We would expect you to have: #

• Upper-intermediate English (B2) for communication with our UK colleagues and for supporting contract review and preparation.
• Ability to ensure transparency and predictability in document management.
• 2+ years of experience in administrative roles, or experience as a team assistant in a legal, finance, or operations department.
• Good familiarity with a variety of document types.
• Proven ability to handle large volumes of documentation (invoices, certificates of acceptance, purchase orders, contracts, etc.).
• High level of integrity and discretion when handling sensitive information.
• Clear and concise written and verbal communication skills.
• Ability to visit the office on an ad-hoc basis (we work mostly remotely, but some document-related tasks require occasional presence in the office).

As a plus you’d have: #

• Experience in an international company.
• Degree in Finance, Law, or Administration.
• Proficiency in MS Office and Google Workspace.
• Understanding of candidate and employee experience principles.
• Experience with military record-keeping.

Hiring Process: #

• Resume review – up to 5 business days.
• Test task.
• Intro call with Business Operations Lead.
• Technical interview with Business Operations Lead and Financial Accountant.
• Offer discussion.

Please note that you can be a perfect fit even if not everything we’ve outlined above applies to you. If you have any questions, please don’t hesitate to ask – everyone is unique.

We offer: #

Environment: #

• Friendly and experienced team: smart people to learn from, great people to build with. Each of us is unique, we value and support each other.
• An atmosphere that motivates you to grow and get smarter every month, a healthy ratio of routine / experimentation.
• Trust: schedule, reporting, bureaucracy is kept at reasonable minimum. We hire smart people and trust them to do the right thing. When things go wrong, we help rather than punish.
• Shared decision making: this business is driven by engineering excellence, so engineers are important part of tactical and strategical business decisions.
• Friendly to humans: not just a formal vacation and sick leave quota. Feel like your mental or physical wellbeing needs care? Take some time off. Feel like working a few days from home? Sure. As long as you’re in line, we are here to support you when you’re not.

Growth: #

• Team that facilitates internal learning and growth all the time.
• Interesting technologies to work with — sometimes, even unique ones (we design applied cryptography schemes and techniques and novel ways to use them).
• Interesting engineering challenges across the board, ability to hop from high-level system design to protocol reverse engineering and clever data modelling hacks.
• Management attention to help you improve upon your personal goals (through 1:1s and mentoring).

Benefits: #

• Competitive compensation with flexible and clear bonus scheme.
• Sick leaves, 21 business days for vacation per year, extra days off — according to the agreements and laws.
• Conferences, books, courses.

Not sure but considering? Talk to us. #

If you see yourself fit but a few things are off — don’t hesitate to talk anyway. It might be that your unique combination of skills and knowledge would be perfectly fitting for our environment, but we both just don’t know it yet.

Why work at Cossack Labs? #

Some companies prioritise talent and value proposition, while others understand business and would take any job that pays well. However, only few companies choose to specialise in difficult tasks as their primary competency.

We take on difficult jobs, we take mission-critical software and make it mission-secure.

• Virtualise OT infrastructure securely in the presence of active adversaries, preventing them from accessing the susceptible nation-wide network? ✓ Check.
• Provide immediate application security and infrastructure security guidance for mission-critical application that will be deployed on thousands of devices on the front-line tomorrow? ✓ Check.
• Validate counter-reverse engineering protections for power grid hardware to ensure that previously air-gapped environments were safe to open up to the outside world? ✓ Check.
• Ensure that software platforms for exchange of sensitive documents actually have a top-tier SSDLC programme that supplements missing capabilities and builds out processes? ✓ Check.

We operate as a lean core team and a diverse network of experts. The finest people you may work with include PhDs in information security and cryptography, infosec community standard contributors, in-depth experts in rare security topics, and business-centric security engineers with broad experiences. Some of your teammates have worked in infosec since the 1990s and saw the industry grow from nothing. Some of them helped write standards that govern security around you. Maybe someone’s work actually keeps the lights up while you’re reading this?

Our core engineers go through extensive indoctrination and training to become disciplined, stringent, self-sufficient field unit who owns the outcomes rather than just showing up for work.

As you grow into the Cossack Labs engineer, you’ll work on slow-paced projects to learn and improve, internal projects to innovate and build tools, and of course a few fires, because no smooth sea can make a skilled sailor. You’ll discover what works for you and what you need to learn.

We help innovators who are launching new venues of civilisation while facing significant security risks in becoming more secure and resilient. Customers trust us to achieve their business goals, not merely address gaps someone else has to identify first.

If this is a challenge you’re up to, let's talk!