| Providing a full scope of administrative, secretarial, and organizational day-to-day support to CEO (non-Russian speaking expat)
Maintaining household, business, and social calendar
Business schedules (prioritizing daily schedule/weekly/annual), and arranging all appointments for CEO
Managing all incoming, and outgoing phone calls most of which are with Moscow, London, NYC
Arranging all conference calls for CEO
Coordinating activities with the American Chamber of Commerce in Russia
Preparing regular monthly Strategic Sessions/regular weekly Strategic Committee meetings (maintaining agenda/collecting of documentation)
Handling all incoming business correspondence/processing outgoing letters, ensuring the steady flow and exchange of information, driving initiatives on behalf of CEO with other offices, and external partners, filing documents
Reviewing “The Financial Times”, “The Moscow Times” newspapers, getting extracts on different topics
Preparing, sending and receiving fax correspondence
Translating letters and documents, proof-reading, typing, producing verbatim reports
Running the meeting minutes of the Board of Directors
Maintaining contact data-base in order and up to date
Establishing and maintaining excellent communication with partners
Tax reconciliation with the tax authorities in the United States (income tax matters/forms-W7), and in Russia (property tax)
Preparing monthly activity reports
Processing expense reports
Providing legal support and drafting Confidentiality Agreements
Providing interpreting assistance (synchronous translation) at negotiations to English and non-English speaking clients
Checking whether all is ready for the meetings (restaurant booked, driver informed, meeting room prepared, etc.
Looking after visitors, tea-coffee
Making travel arrangements (visas, tickets, flights, direct hotel reservation, transfer), running the Aeroflot bonus card
Writing personal thank-you notes, invitations, and greeting cards |
