Business Assistant – CEO

• 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
• Prepare presentations, summaries, and analytical reports for decision-making
• Coordinate internal and external communications on behalf of the CEO
• Support ongoing company projects by monitoring progress, collecting data, and preparing updates
• Manage interactions with suppliers, contractors, and partners
• Maintain records, documentation, and administrative files
• Open and renew business licenses as required
• Coordinate with insurance brokers on endorsements, riders, and coverage extensions
• Issue and track Certificates of Insurance per contract and insurance requirements
• Prepare and submit Contractor’s License applications in states where the company plans to operate
• Monitor and coordinate vehicle registrations, renewals, and insurance coverage for the company fleet
• Plan and organize business trips, including flights, accommodation, logistics, and itineraries
• Coordinate participation in business meetings, exhibitions, and conferences
• Handle visa processes and documentation for international travel
• 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 clear and positive communication across departments
• Conduct market, business, and competitor research
• 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 efficiency opportunities
• Support personal planning and balance between work and private matters when necessary
• Handle selected personal arrangements or errands professionally

• 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 is 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
• 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