Business Assistant – inVision

Description

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

1. Manage the Director’s calendar: schedule meetings, appointments and business events based on priorities and deadlines.
2. Keep the Director informed of upcoming events, important tasks and schedule changes.
3. Coordinate the Director’s business travel, including travel and visa requests.
4. Record the Director’s assignments, assign responsible employees and monitor deadlines.
5. Maintain a task tracker, remind responsible employees of deadlines and update the Director on progress.
6. Prepare regular summary reports on completed, ongoing and pending tasks that need the Director’s attention or decision.
7. Coordinate communication between the Director, internal teams, partners and external organizations.
8. Organize meetings, prepare agendas, record key decisions and follow up on agreed actions.
9. Manage business correspondence in Russian and English.
10. Prepare letters, official documents, presentations, spreadsheets and reports.
11. Collect documents for the Director’s review and signature and make sure they are approved and signed on time.
12. Collect and analyze information from the Foundation’s departments to support the Director’s decisions.
13. Maintain business records and documents and ensure confidentiality.
14. 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