[Hiring] Personal Assistant @The Vault

Role Description

You will be the CEO’s right hand: running the calendar, preparing meetings, making sure decisions turn into actions, and taking care of personal administration within an agreed scope. This is a fully remote role. You will work closely with the CEO and with our Operations Manager in Limassol.

Responsibilities

• Calendar and meetings: Run the CEO’s calendar: scheduling, priorities, conflicts and time zones. Prepare materials before meetings and make sure the right people and documents are in the room, whether virtual or physical.
• Decisions and follow-up: Record decisions, assignments and deadlines from meetings. Follow up with owners and report status back to the CEO. Nothing agreed in a meeting gets lost.
• Travel: Plan and book business travel end to end: flights, hotels, transfers, visas, and a clear itinerary with all the details in one place.
• Personal matters: Handle personal administration for the CEO within an agreed scope: appointments, documents, travel, payments.
• Correspondence: Triage the CEO’s inbox where agreed, draft replies, letters and short memos, and make sure important messages get an answer on time.
• Coordination: Act as the point of contact between the CEO and internal teams, external partners and providers. Pass company-document and KYB requests to the Operations Manager and track them to completion.
• Weekly overview: A short weekly summary for the CEO: upcoming week, open follow-ups, decisions waiting on him.

Qualifications

• 3+ years as an executive assistant to a C-level executive, ideally in fintech, financial services or a multi-entity group.
• Proven experience supporting an executive remotely.
• Very organised and self-directed: calendars, follow-up lists and trackers are your normal way of working.
• Good written English: you can draft a letter or a memo that needs little correction.
• Able to move tasks forward through people who do not report to you, including senior ones.
• Absolute discretion: you will see the CEO’s calendar, personal matters and confidential company data.
• Comfortable with Google Workspace or Microsoft 365, task trackers (ClickUp or similar) and shared document systems.
• Availability during Cyprus business hours (EET/EEST), with flexibility when travel or urgent matters require it.
• Russian is a plus.

Benefits

• Competitive salary;
• Fully remote work;
• 24 working days of paid annual leave;
• A close working relationship with the CEO of a fast-growing regulated group in the digital-asset industry.