Business Assistant to CEO

Executive Support & Coordination

• Manage the CEO's daily, weekly, and monthly schedules; organize meetings, calls, and business trips
• Prioritize tasks, manage deadlines, and ensure the CEO's time is used efficiently
• Anticipate the CEO's needs and prepare relevant information, materials, or reports in advance
• Filter and organize incoming communication; draft correspondence and reports in English and Russian
• Maintain confidentiality and professionalism in all aspects of the role

Business & Administrative Support

• Prepare presentations, summaries, and analytical reports for decision-making
• Coordinate internal and external communications on behalf of the CEO
• Support ongoing company projects: monitor progress, collect data, prepare updates
• Manage interactions with suppliers, contractors, and partners
• Keep records, documentation, and administrative files in order
• Open and renew business licenses as required
• Coordinate with insurance brokers to ensure proper endorsements, riders, and coverage extensions
• Issue and track Certificates of Insurance (COIs) per contract and insurance requirements
• Prepare and submit applications for Contractor's Licenses in states where the company plans to operate
• Monitor and coordinate vehicle registrations, renewals, and insurance coverage for the company fleet

Travel & Event Management

• Plan and organize business trips, including flights, accommodation, logistics, and itineraries
• Coordinate participation in business meetings, exhibitions, and conferences
• Handle visa processes and other documentation related to international travel

Internal Communication & Company Coordination

• Communicate with the CEO's direct reports and partners on his behalf
• Follow up on meeting outcomes and ensure tasks are completed on time
• Support the CEO in maintaining clear and positive communication across departments

Strategic & Advisory Support

• Conduct market, business, and competitor research when required
• Track and summarize company performance data and KPIs for the CEO
• Act as an advisor and communication bridge between the CEO and key stakeholders
• Help identify process improvements and opportunities for efficiency

Personal & Lifestyle Support (limited scope)

• Support personal planning and balance between work and private matters when necessary
• Handle selected personal arrangements or errands on behalf of the CEO in a professional manner

Requirements

• Higher education in Law/International business/International relations or similar
• Minimum 2 years of experience as a Business Assistant, Executive Assistant, or similar role in a dynamic business environment
• Strong understanding of business operations, corporate communication, and project coordination
• Fluent English (C1 level +) and Russian (written and spoken)
• Experience working for a US company with operations in the USA (will be a big plus)
• Excellent time management, prioritization, and organizational skills
• Ability to make decisions independently and maintain confidentiality
• Professional demeanor and strong interpersonal communication skills
• Proficient with office software and digital tools (Google Workspace, MS Office, Zoom, AI assistants and others)
• Basic understanding of finance, budgeting, and reporting is a plus

Personal Qualities

• High energy, strong motivation, and proactive attitude
• Attention to detail and ability to anticipate needs before they arise
• Strategic and analytical mindset with a focus on solutions
• Flexibility, adaptability, and a calm approach under pressure
• Ethical, loyal, and committed to maintaining confidentiality and professionalism

Benefits

• Woking schedule 8:30am - 5:00 pm (NY) EST time zone (not flexible)
• Fully remote work (you can be located anywhere in the world)
• Competitive compensation package (will be discussed with successful candidates)
• Opportunity to work directly with the CEO and top management
• Exposure to US market business operations and strategic projects
• Dynamic environment with opportunities for professional growth