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 |