Operations Manager / Business Assistant to CEO

We are looking for an Operations Manager / Business Assistant to CEO to provide direct business and administrative support to the CEO and support the day-to-day operations of a subsidiary company. This is a hands-on role combining operational coordination, executive support, HR administration, office management, procurement, and interaction with external service providers. The role requires strong organizational skills, attention to detail, and the ability to independently coordinate multiple operational and administrative matters.

Responsibilities

Business & Administrative Support to CEO

• Provide day-to-day business and administrative support to the CEO.
• Coordinate meetings, appointments, business travel, and other organizational matters.
• Prepare documents, presentations, reports, summaries, and other materials as required.
• Follow up on decisions, agreements, and action items and ensure timely execution.
• Collect information from different companies, employees, and external providers for reporting purposes.
• Coordinate invoices, supporting documents, and payment requests with Finance.
• Monitor execution of agreed actions and highlight delays or deviations to the CEO.
• Support ad-hoc business and administrative requests and projects.

Operations & Administration of a subsidiary company

• Coordinate day-to-day operational and administrative activities across the companies.
• Maintain corporate and operational documentation and ensure proper document flow and record keeping.
• Coordinate corporate administrative matters, including preparation and collection of documents, signatures, powers of attorney, resolutions, and other corporate records.
• Liaise with banks, accountants, lawyers, corporate service providers, governmental authorities, and other external parties on routine operational matters.
• Monitor deadlines, recurring obligations, contracts, subscriptions, and service arrangements.
• Support budget tracking and monitor administrative and operational expenses.

HR Administration of a subsidiary company

• Support employee relocation, onboarding and offboarding processes.
• Coordinate preparation and collection of employment-related documents in cooperation with external advisors where required.
• Maintain employee records, documentation, and basic HR information.
• Coordinate employee requests related to administrative matters.
• Assist with employee benefits, business travel, equipment, and other HR-related administrative matters.

Office Management of a subsidiary company

• Ensure smooth day-to-day operation of the office.
• Organize office supplies, equipment, furniture, access cards, and other workplace needs.

Procurement & Vendor Management of a subsidiary company

• Coordinate purchases of office equipment, supplies, services, and other business needs.
• Maintain relationships with suppliers and service providers and monitor the quality, cost and timing of their services.

Requirements

• Previous experience in operations, business administration, executive/business assistance, office management, or a similar coordination role.
• Strong organizational and multitasking skills with the ability to manage several priorities simultaneously.
• Ability to work independently and take ownership of day-to-day operational matters.
• High attention to detail and strong follow-up skills.
• Experience working with external vendors, contractors, and professional service providers.
• Good understanding of basic corporate and business administration processes.
• Comfortable working in a small company environment where responsibilities may cover several functional areas.
• Strong communication and interpersonal skills.
• Discretion and ability to handle confidential business and employee information.
• Confident user of Google Workspace / Microsoft Office and other common business tools.
• Fluent Russian and good working English.
• Experience supporting a CEO, founder, or business owner.
• Experience in a small company, holding company, family office, or multi-entity environment.
• Basic experience with HR administration, corporate administration, procurement, or finance operations.

We offer

• Competitive remuneration.
• Work permit arrangements.
• Corporate meals for office employees (breakfast and lunch).
• 5/2 work schedule.
• Office work.
• Flexible start of working days.