Job Description

Key Responsibilities:

Greet and Welcome Visitors

: Ensure clients and guests are received warmly and directed appropriately.

Manage Calls and Communications

: Answer and direct phone calls, screen emails, and respond to inquiries professionally.

Schedule Management

: Organize and prioritize the executive's calendar, book meetings, and handle appointment scheduling.

Coordinate Travel Arrangements

: Plan flights, accommodations, and detailed itineraries.

Document Preparation

: Draft reports, presentations, meeting briefs, and assist with filing and data entry.

Liaison Role

: Act as the bridge between the executive, internal departments, and external contacts.

Event and Meeting Coordination

: Assist in planning and executing meetings, conferences, and events.

Maintain Records and Logs

: Keep visitor logs, organize records, and handle confidential information discreetly.

Distribute and Manage Mail

: Sort and manage incoming and outgoing mail and coordinate deliveries.

Reception Area Management

: Ensure the reception and surrounding areas are tidy and welcoming.

Task and Project Management

: Oversee project timelines, deadlines, and support administrative tasks.

Financial Tracking

: Monitor and prepare expense reports.

Assist with Personal Tasks

: Help with personal errands and tasks for the executive as needed.

Qualifications:

Languages:

Fluency in Russian and English (written and spoken) is required.

Experience:

Minimum 2 years of experience as an Executive Assistant or Personal Assistant and Receptionist in a high-paced environment. Exceptional organizational and multitasking abilities. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite, Google Workspace, and task/project management software. Proactive approach with a high degree of flexibility and adaptability.

Attributes:

Detail-oriented, trustworthy, able to work independently, and possess a strong sense of confidentiality.
Job Type: Full-time

Application Question(s):

What is your notice period? What is your expected salary for the role?
Language:

Russian AND English (Preferred)
Work Location: In person