We are looking for a highly organized and proactive Business Assistant to the CEO to provide direct administrative and operational support to an executive leader of a fast-paced US company.
The ideal candidate will have a legal education, exceptional communication and multitasking skills, and the ability to anticipate the CEO’s needs while ensuring the seamless execution of both strategic and day-to-day tasks.
This role requires strategic thinking, diplomacy, attention to detail, and the ability to maintain confidentiality while managing a high volume of information and communications.
Key Responsibilities
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.
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 (mandatory).
- 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 & Conditions
- Woking schedule according to 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.
