Responsibilities
Executive & Business Support
- Calendar management, including scheduling, prioritization, and coordination of online/offline meetings.
- Full coordination of complex international business trips.
- Preparation and processing of travel and expense reports; tracking payments and approvals.
- Execution of administrative tasks to support executive operations.
- Maintaining communication with external partners, including schedule coordination and follow-ups.
- Сollecting and organizing receipts, preparing and submitting claims, monitoring statuses, and coordinating with providers.
Business Rhythm Support
- Cross-functional coordination with Operations, HR, Communications, Finance, Legal, and other teams.
- Gathering and preparing data and materials for internal meetings, business reviews, management boards, and CEO sessions.
- Monitoring key projects, deliverables, and deadlines; preparing regular status updates.
- Preparing and reviewing presentations, documents, and meeting minutes.
- Supporting division-wide communication, including weekly syncs, follow-ups, and information flow.
- Assisting in planning strategic sessions, business reviews, and offsites.
- Supporting internal event planning and organization.
Qualifications
Education & Background
- Bachelor’s degree in Business Administration, Management, Communications, or a related field.
- 5–7 years of experience in executive support, business support, or operations roles, ideally in international or fast-paced, high-growth organizations.
- Proven experience supporting senior executives (C-level or VP-level) and coordinating across multiple time zones and cross-functional teams.
Technical Skills
- Advanced proficiency in MS Office / Google Workspace (Docs, Sheets, Slides, Calendar).
- Experience with travel and expense management systems (e.g., Concur, SAP, Expensify, Zoho, or similar).
- Familiarity with task management and collaboration tools (e.g., Notion, Asana, Trello, Slack, MS Teams).
- Ability to manage data tracking, reporting tools, and prepare materials for internal coordination and meeting support.
- English language proficiency at B2 level or higher.
Workstyle & Availability
- Readiness to work across multiple time zones and adapt to changing schedule needs.
- Flexibility to align working hours with near-European time zones on a regular basis.
- Ability to operate in a dynamic, fast-paced environment with shifting priorities.
Conditions & Benefits
- Stable salary, official employment.
- Health insurance.
- Hybrid work mode and flexible schedule.
- Access to professional counseling services including psychological, financial, and legal support.
- Discount club membership.
- Diverse internal training programs.
- Partially or fully paid additional training courses.
- All necessary work equipment.