About this role
We are seeking a Business Assistant to support the Director of the inVision Foundation. The role manages the Director’s schedule, coordinates communication with employees, partners and external organizations, prepares materials for meetings and decision-making, and tracks tasks and deadlines to make sure agreed actions are completed on time.
Key Responsibilities
- Manage the Director’s calendar: schedule meetings, appointments and business events based on priorities and deadlines.
- Keep the Director informed of upcoming events, important tasks and schedule changes.
- Coordinate the Director’s business travel, including travel and visa requests.
- Record the Director’s assignments, assign responsible employees and monitor deadlines.
- Maintain a task tracker, remind responsible employees of deadlines and update the Director on progress.
- Prepare regular summary reports on completed, ongoing and pending tasks that need the Director’s attention or decision.
- Coordinate communication between the Director, internal teams, partners and external organizations.
- Organize meetings, prepare agendas, record key decisions and follow up on agreed actions.
- Manage business correspondence in Russian and English.
- Prepare letters, official documents, presentations, spreadsheets and reports.
- Collect documents for the Director’s review and signature and make sure they are approved and signed on time.
- Collect and analyze information from the Foundation’s departments to support the Director’s decisions.
- Maintain business records and documents and ensure confidentiality.
- Help improve administrative processes and introduce tools that make the Director’s work more efficient.
Skills, Knowledge and Expertise
Education: Bachelor’s degree or above; additional training in project management, business administration or business process management
Experience: 3+ years as a Business Assistant, Executive Assistant or in a similar role; hands-on experience supporting senior management; experience in international companies, foundations or non-profit organizations
Knowledge and skills:
- Google Workspace (Docs, Sheets, Slides, Calendar, Drive) and Microsoft Office
- Business correspondence and preparation of documents, presentations and reports
- Schedule management, prioritization and deadline control
- Organizing meetings, taking minutes and recording decisions
- Digital communication and task management tools
- AI tools (Claude, ChatGPT and similar)
- Spreadsheets for reporting and data processing Languages: Russian and English (B2 or higher)
Key Competencies
- Organization and time management
- Proactivity and independence: anticipates the Director’s needs without constant supervision
- Responsibility and meeting deadlines
- Communication and diplomacy
- Attention to detail
- Flexibility and ability to handle changing priorities
- Ability to work under pressure and multitask
- Confidentiality and professional ethics