Head of Personal Assistant Job

We’re hiring a Head of Executive / Personal Assistant to support the founder and family end-to-end.

You will manage calendar, travel, documents, vendors, budget, and personal tasks, while coordinating a team of 4 and driving operational and project work.

Ideal for candidates with experience supporting business owners or UHNW individuals, strong multitasking and decision-making skills, and a high level of service and confidentiality.

Your main tasks will be:

Plan and prioritize to support founder’s goals

Manage team operations and improve processes

Coordinate personal assets (yacht, helicopter, vehicles)

Track activities, reporting, and plan vs. actual performance

Organise secretariat workflow and control task execution

Hire and manage contractors and support staff

Oversee asset maintenance, insurance, and related operations

Manage documents: deadlines, renewals, submissions

Own calendar: schedule meetings, prepare materials

Run meetings: notes, follow-ups, execution tracking

Handle budgeting, expenses, and financial reporting

Organize travel (business, family, guests) incl. visas

Coordinate relocations and logistics

Support healthcare coordination

Handle personal tasks and administrative matters

We expect from you:

Advanced calendar and meeting management

Strong travel coordination (flights, trains, hotels, transfers, multi-stop itineraries)

Vendor and contractor management

Budget tracking and expense reporting

Document tracking and administrative control

Strong written and verbal business communication

Proficiency in Excel / Google Sheets / Notion / task trackers / calendar tools

Ability to build systems, trackers, checklists, and reporting from scratch

English & Russian: professional working proficiency or higher (required)

Experience handling confidential and sensitive information

Strong prioritization and operational planning skills

What do we offer:

REMOTE OPPORTUNITY to work full-time;

The initial pay level or pay range for this role will be shared with candidates during the recruitment process and before the commencement of employment;

Vacation 28 calendar days per year;

7 wellness days per year (time off) that can be used to deal with household issues, to lie down and recover without taking sick leave;

Bonuses up to $5000 for recommending successful applicants for positions in the company;

50% payment for professional training, international conferences, and meetings;

Corporate discount for English lessons;

?Health benefits. According to the paychecks, if you are not eligible for corporate medical insurance, the company will compensate you with up to $ 1,000 gross per year per employee. This can be spent on self-purchase of health insurance or on doctor’s fees for yourself and close relatives (spouse, children);

?Workplace organization. The company provides all employees with an equipped workplace and all the necessary equipment (table, armchair, wifi, etc.) in our offices or co-working locations. In the other locations, the company provides reimbursement of workplace costs up to $ 1000 gross once every 3 years, according to the paychecks. This money can be spent on the rent of the co-working room, on equipping the working place at home (desk, chair, Internet, etc.) during those 3 years;

Internal gamified gratitude system: receive bonuses from colleagues and exchange them for our merchandise, team building activities, massage certificates, etc