Overview
We’re hiring a Head of Executive / Personal Assistant to support the founder and family end-to-end. You will manage calendar, travel, documents, vendors, budget, and personal tasks, while coordinating a team of 4 and driving operational and project work. Ideal for candidates with experience supporting business owners or UHNW individuals, strong multitasking and decision-making skills, and a high level of service and confidentiality.
- Plan and prioritize to support founder’s goals
- Manage team operations and improve processes
- Coordinate personal assets (yacht, helicopter, vehicles)
- Track activities, reporting, and plan vs. actual performance
- Organise secretariat workflow and control task execution
- Hire and manage contractors and support staff
- Oversee asset maintenance, insurance, and related operations
- Manage documents: deadlines, renewals, submissions
- Own calendar: schedule meetings, prepare materials
- Run meetings: notes, follow-ups, execution tracking
- Handle budgeting, expenses, and financial reporting
- Organize travel (business, family, guests) incl. visas
- Coordinate relocations and logistics
- Support healthcare coordination
- Handle personal tasks and administrative matters
- Advanced calendar and meeting management
- Strong travel coordination (flights, trains, hotels, transfers, multi-stop itineraries)
- Vendor and contractor management
- Budget tracking and expense reporting
- Document tracking and administrative control
- Strong written and verbal business communication
- Proficiency in Excel / Google Sheets / Notion / task trackers / calendar tools
- Ability to build systems, trackers, checklists, and reporting from scratch
- English & Russian: professional working proficiency or higher (required)
- Experience handling confidential and sensitive information
- Strong prioritization and operational planning skills
- Vacation 28 calendar days per year
- 7 wellness days per year (time off) that can be used to deal with household issues, to lie down and recover without taking sick leave
- Bonuses up to $5000 for recommending successful applicants for positions in the company
- 50% payment for professional training, international conferences, and meetings
- Corporate discount for English lessons
- Health benefits. According to the paychecks, if you are not eligible for corporate medical insurance, the company will compensate you with up to $ 1,000 gross per year per employee. This can be spent on self-purchase of health insurance or on doctor’s fees for yourself and close relatives (spouse, children)
- Workplace organization. The company provides all employees with an equipped workplace and all the necessary equipment (table, armchair, wifi, etc.) in our offices or co-working locations. In the other locations, the company provides reimbursement of workplace costs up to $ 1000 gross once every 3 years, according to the paychecks. This money can be spent on the rent of the co-working room, on equipping the working place at home (desk, chair, Internet, etc.) during those 3 years
- Internal gamified gratitude system: receive bonuses from colleagues and exchange them for our merchandise, team building activities, massage certificates, etc.
- Excel
- Google Sheets
- Notion
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