Executive Personal Assistant

What you’ll be doing:

• Manage complex calendar scheduling with team members, customers, candidates, investors, and others, prioritizing the most sensitive matters.
• Organize and manage travel arrangements thoroughly, both international and domestic, including visas, hotels, flights, and conflict resolution.
• Organize business meetings and logistics, including scheduling, preparing materials, and coordinating with guests.
• Attend meetings, manage agendas, take notes, and track action items to ensure follow-through and keep priorities aligned.
• Provide support on recurring and critical projects, such as board meetings and press events.
• Triage and prioritize emails and inbound requests, addressing simple tasks promptly and escalating more critical issues as needed.
• Perform and coordinate personal errands as required, supporting the executive in their daily life.
• Organize and oversee personal obligations, including scheduling appointments and managing personal commitments.

What we are looking for:

• 3+ years of experience in a similar role.
• We’re looking for someone who has supported an executive during work and personal growth.
• Proven track record in managing executive calendars, travel arrangements, and meeting logistics.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Expertise in Notion, Todoist, or similar task management software.
• Fluent in English and Russian.
• Excellent communication skills, both written and verbal.

What you need to succeed:

• High level of attention to detail. 
• A proactive approach to problem-solving and process improvement.
• Ability to “think ahead” of needs.
• Adaptable to a fast-paced environment and flexible in meeting the changing needs of the executive.
• Ability to stay organized and maintain focus on agreed-upon priorities.

Interview Process

• Screening Call: Initial conversation to assess basic qualifications and fit.
• Test Task: Practical assignment to evaluate relevant skills.
• Call with Operations Lead
• Call with CEO and CTO: In-depth interview with company leaders to discuss vision, strategy, and cultural fit.
• Reference Check: Verification of your professional background through previous employers or colleagues.