Business Assistant to CEO

Description

Summary: Seeking a proactive Executive Assistant to provide comprehensive support to the CEO, managing schedules, communications, projects, and offering strategic and administrative assistance. Highlights: 1. Opportunity to work directly with the CEO and top management 2. Dynamic environment with opportunities for professional growth 3. Exposure to US market business operations and strategic projects **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.