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.
- 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.