Executive Personal Assistant to the Chairman

Position Title: Executive Personal Assistant to the Chairman

Job Purpose

To provide high-level, confidential, and strategic executive support to the Chairman, ensuring seamless management of business and personal matters. The role requires exceptional organizational skills, discretion, and the ability to manage complex schedules, communications, and stakeholder coordination. Fluency in Russian is mandatory to support international correspondence and engagements.

Key Responsibilities

Executive & Business Support

• Manage the Chairman’s calendar, appointments, meetings, and strategic engagements.

• Prepare daily briefs, meeting agendas, follow-up reports, and action trackers.

• Draft, review, and manage correspondence in Russian and English.

• Prepare executive presentations, reports, proposals, and briefing materials.

• Conduct research and compile documentation for strategic decision-making.

• Liaise with senior management and subsidiaries on behalf of the Chairman.

Personal & Family Affairs Management

• Coordinate and manage selected personal matters of the Chairman and family.

• Arrange personal appointments, family schedules, and private commitments.

• Handle confidential family documentation and records.

• Coordinate schooling, medical appointments, and household-related logistics when required.

• Ensure smooth execution of personal instructions with utmost discretion.

Travel & International Coordination

• Plan and manage complex international travel arrangements (business & personal), including flights, visas, accommodations, security, and itineraries.

• Prepare travel files including meeting briefs, presentations, and required documentation.

• Coordinate with embassies, travel agencies, and protocol services as needed.

• Manage last-minute schedule changes efficiently and professionally.

Documentation & Administrative Control

• Maintain highly confidential records and executive documentation.

• Prepare contracts, agreements, official letters, and formal documents for review.

• Translate documents between Russian and English when required.

• Ensure organized digital and physical filing systems.

Stakeholder & VIP Coordination

• Act as a liaison between the Chairman and high-profile clients, investors, partners, and government entities.

• Coordinate executive meetings and ensure professional representation.

• Manage communications with diplomacy and cultural sensitivity.

Qualifications & Requirements

• Bachelor’s degree in Business Administration, Management, or related field.

• Minimum 5–8 years of experience supporting a Chairman, CEO, or high-net-worth individual.

• Fluency in Russian and English (Mandatory).

• Strong experience in managing both corporate and personal executive matters.

• Exceptional discretion, integrity, and confidentiality.

• Proficiency in MS Office (PowerPoint expertise required), Outlook, and executive reporting tools.

Key Competencies

• Executive presence & professionalism

• Absolute confidentiality

• High emotional intelligence

• Strong planning & prioritization skills

• Cultural awareness & diplomacy

• Problem-solving under pressure

Job Context

• High-exposure role with direct reporting to the Chairman

• Requires flexibility beyond standard office hours when necessary

• Involves both corporate executive support and selective personal/family coordination