Business Assistant to CEO

Crystalia Glass

1d • Remote

About The Position

This role serves as a Business Assistant to the CEO, providing comprehensive executive support and coordination. The position involves managing schedules, communications, business trips, and administrative tasks. It also includes supporting company projects, coordinating with external parties like suppliers and insurance brokers, and assisting with licensing and registrations. The role requires strong organizational skills, the ability to handle confidential information, and proficiency in both English and Russian. Additionally, the Business Assistant will support internal communication, conduct research, track performance data, and offer limited personal support to the CEO. The ideal candidate will have a proactive attitude, a strategic mindset, and experience in a dynamic business environment.

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).
• 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).

Nice To Haves

• Experience working for a US company with operations in the USA (will be a big plus)
• 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.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed