Business Assistant - inVision Foundation

About the role

The inVision Foundation is looking for a Business Assistant to support its Director. The role manages the Director's schedule, coordinates communication with employees, partners and external organisations, prepares materials for meetings and decision-making, and tracks tasks and deadlines so that agreed actions are completed on time.

Key responsibilities

• Manage the Director's calendar: schedule meetings, appointments and business events by priority and deadline, and keep the Director informed of upcoming events, tasks and schedule changes.
• Coordinate business travel, including travel and visa requests, and record assignments with responsible employees and deadlines.
• Maintain a task tracker, remind employees of deadlines, update the Director on progress and prepare summary reports on completed, ongoing and pending tasks.
• Coordinate communication between the Director, internal teams, partners and external organisations, and organise meetings with agendas, recorded decisions and follow-up.
• Handle business correspondence in Russian and English, and prepare letters, official documents, presentations, spreadsheets and reports.
• Collect documents for review and signature, collect and analyse information from the Foundation's departments, maintain business records and ensure confidentiality.
• Help improve administrative processes and introduce tools that make the Director's work more efficient.

Required profile

• Bachelor's degree or above; additional training in project management, business administration or business process management.
• 3+ years as a Business Assistant, Executive Assistant or in a similar role, supporting senior management, preferably in international companies, foundations or non-profits.
• Russian and English at B2 level or higher.

Required skills

• Google Workspace (Docs, Sheets, Slides, Calendar, Drive) and Microsoft Office.
• Schedule management, meeting organisation, minutes and report writing.
• Digital communication and task management tools, and AI tools such as Claude and ChatGPT.
• Time management, proactivity, responsibility, attention to detail, confidentiality and the ability to work under pressure.