CEO Personal Assistant

Role Overview:

We are looking for a highly motivated Personal Assistant to work directly with the CEO and act as a force multiplier across business and personal domains.

This is not a traditional assistant role. You will not receive step-by-step instructions. Success in this position requires initiative, independent decision-making, strong judgment, and the ability to anticipate needs before they become problems.

You will help structure chaos, protect focus, and ensure that both business and personal operations run seamlessly so the CEO can stay focused on strategy, growth, and high-impact decisions.

Key Responsibilities:

1. Business & Operational Support for the CEO

• Prepare analytical materials, executive summaries, and briefings to support decision-making

• Structure the CEO’s tasks into clear priorities, KPIs, timelines, and expected outcomes

• Optimize the CEO’s workload and calendar through effective time, task, and focus management

• Take ownership of follow-ups and ensure execution without constant CEO involvement.

2. Cross-Department Communication & Coordination

• Act as a communication bridge between the CEO and department heads

• Ensure priorities, tasks, and deadlines are clearly communicated and executed

• Prepare and moderate internal meetings: agenda, notes, action items, and follow-ups

• Track progress and proactively escalate risks or delays.

3. External Relations & Business Communication

• Prepare materials for external meetings, negotiations, and business events

• Handle initial communication with partners, clients, and vendors when appropriate

• Coordinate the CEO’s participation in meetings, conferences, and speaking engagements.

4. Personal Task Management

• Manage personal scheduling and planning to ensure balance and predictability

• Handle personal requests and time-sensitive matters independently

• Research, organize, and coordinate personal services (appointments, reservations, events, etc.).

5. Personal Logistics & Travel

• Fully manage business and personal travel (flights, hotels, transfers, itineraries)

• Ensure seamless integration between business and personal calendars

• Anticipate and resolve logistics issues proactively, especially under time pressure.

6. Personal Document & Administrative Support

• Assist with personal documents, renewals, and organization

• Support with payments, subscriptions, purchases, and related logistics

• Handle sensitive and confidential information with absolute discretion and trust.

What Success Looks Like in This Role:

• The CEO’s time is protected, optimized, and aligned with top priorities

• Information arrives structured, concise, and actionable

• Problems are solved before they reach the CEO

• Business and personal logistics run smoothly and predictably

• The CEO trusts you to act independently and make sound decisions.

This Role Is a Good Fit If You:

• Enjoy ownership and responsibility

• Are comfortable working with ambiguity and changing priorities

• Think in systems, not just tasks

• Take pride in being reliable, discreet, and proactive

• Want to be a long-term partner, not just an executor.

What we offer:

• Professional Growth opportunities:
  — Ambitious goals and interesting projects;
  — Regular & transparent performance review and feedback process;
  — Possibility for both vertical or horizontal growth (in case you want to try a different path).

• Comfortable Working conditions
  — Flexible working hours;
  — Provision of required equipment;
  — Remote working model.

• Benefits program
  — 18 working days of fully paid vacation;
  — Free tax reporting support by our Financial department;
  — Help with individual entrepreneurs’ questions and accounting support;
  — Financial support and additional days off for various occasions (e.g. marriage, childbirth, etc.);
  — Speaking Club to practice and improve English;
  — Online sports activities to stay active and healthy.

• Excellent written and verbal communication skills

• Strong proficiency with technology (Word, Excel, PowerPoint, willing and able to learn new tools quickly)

• Outstanding organizational, administrative, and prioritization skills

• English — Upper-Intermediate or higher (written and spoken)

• High attention to detail and reliability in handling confidential information