Administrative Assistant

About us

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Shape develops 3D scanners and software solutions that enable dental and hearing professionals to treat more people, more effectively. Our products are market leading innovative solutions that make a real difference in the lives of both patients and dental professionals around the world.

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Shape is headquartered in Copenhagen
, with development teams in Denmark, Ukraine, North Macedonia and with a production site in Poland
.

We are a global company with presence in Europe, Asia and the Americas. Founded in a year 2000, today, we provide services to customers in over 130 countries. Our growing talent pool of over 2200 employees spans 50 nationalities.

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Shape as an employer is committed to Ukraine. Our UA office was founded in 2006, and we are continuing to grow, hire and take care of our employees even during the war in Ukraine. Among other actions, we support our contractors who are called to the military service, as well as care about our colleagues’ mental health by implementing different activities.

Administrative Assistant role is responsible for the day-to-day administration and upkeep of the office, covering supplies, reception, equipment, and access control. It also involves coordinating with suppliers and vendors, supporting employee onboarding, and helping organize corporate events. Overall, it s a multitasking, detail-oriented position that keeps the office running smoothly and supports a positive employee experience.

Please note that this position is office-based, with no remote work.

• Managing office supplies and consumables (stationery, first-aid kits, etc.), ensuring timely replenishment and inventory control
• Handling reception-related tasks, including guest tracking, maintaining meeting rooms, and supporting other day-to-day office and facility needs
• Coordinating with suppliers and service providers, including purchase orders, contracts, invoices, and supporting documentation
• Ensuring proper functioning of office equipment and infrastructure (printers, air conditioning systems, etc.) and coordinating maintenance when required
• Managing access control processes, including issuing and managing employee and visitor access cards (office entry passes)
• Supporting employee onboarding by preparing work spaces, organizing office tours, coordinating with internal teams, etc.
• Supporting the organization of corporate events (e.g., department days, internal trainings, workshops), including vendor coordination, catering arrangements, logistics management, and documentation
• Supporting business travel arrangements for Head Office employees, including coordination of logistics and related administrative support

• Higher education
• At least Intermediate level of English
• PC literacy (MS Word, Excel, PowerPoint)
• Relevant working experience would be beneficial
• Experience in travel arrangements and event organization would be an advantage

• A responsible and team-oriented attitude
• Ability to prioritize and organize own work effectively
• Strong communication skills and attention to detail
• Ability to multitask and meet deadlines. Stress-resistance and ability to work in a fast-paced environment

• Meaningful work that helps to change the future of dentistry
• Work in a unique professional, friendly and supportive environment
• Constant professional growth and development
• A healthy work-life balance
• Comprehensive benefits incl. 24 working days of annual vacation; medical insurance; paid sick leaves and child sick leaves; maternity and paternity leaves etc
• Breakfasts and lunches in the office
• Good working conditions in a comfortable office in UNIT.City
• A parking lot with free spaces for employees
• Occasional business trips to Western Europe
• Opportunity to become a part of the success that 3
  
  Shape has created over the past 25 years.

We will be glad to welcome you to our team!

For more information, visit our website:  and follow us on Instagram:

You can contact our Talent Acquisition team via email: