Business Assistant - inVision

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.

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

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