[Hiring] Business Assistant to CEO @Crystalia Glass

Role Description

We are looking for a Business Assistant to the CEO with Russian (C1+) and English (C1+).

• Employment Type:
  • Full-time 8.30 am - 5 pm, NY (EST zone).
  • Remote work.
  • B2B contract (sole proprietorship status or corporate entity).
• Executive Support & Coordination:
  • 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.
• Business & Administrative Support:
  • 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.
• Travel & Event Management:
  • 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.
• Internal Communication & Company Coordination:
  • 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.
• Strategic & Advisory Support:
  • 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.
• Personal & Lifestyle Support (limited scope):
  • 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.

Qualifications

• 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 (will be 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.

Personal Qualities

• 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.