Remote Executive Assistant (Bilingual English/Russian) – Operations, Finance, & Project Coordination

Fully remote from anywhere in the world. Must work Eastern time. We are seeking a highly organized, proactive, and resourceful Remote Executive Assistant to support multiple business lines. This role requires strong English and Russian communication skills, comfort working with finance-related tasks, and the ability to coordinate across customers, freelancers, vendors, and professional advisors (including attorneys). The ideal candidate anticipates needs, identifies risks early, proposes solutions, and uses AI tools to accelerate execution. Key Responsibilities: Executive Support & Business Coordination • Manage day-to-day administrative operations across several businesses (calendar, inbox triage, reminders, follow-ups). • Be proactive: anticipate upcoming needs, spot gaps, identify potential issues, and propose solutions before being asked. • Coordinate priorities, deadlines, and deliverables across internal and external stakeholders. • Prepare daily/weekly status updates, action lists, and decision summaries. • Handle confidential information with discretion. Customer & Partner Communication (English/Russian) • Communicate with customers via email, phone, and messaging platforms in English and Russian. • Provide professional follow-up, resolve routine inquiries, and escalate issues appropriately. • Maintain a consistent brand voice and high customer-service standards. Finance & Administrative Support • Assist with basic finance operations: bookkeeping, invoicing, receipts, expense tracking, vendor payments coordination, and reconciliations (as assigned). • Create and maintain simple financial trackers in spreadsheets; support budgeting and reporting requests. • Coordinate with accountants/bookkeepers and organize supporting documentation. Travel Planning (Including Points/Miles) • Book and optimize travel using points and miles (airlines, hotels, credit card portals, transfers). • Track loyalty accounts, points balances, and expiration/benefits; propose best-value itineraries. • Build detailed travel itineraries (transportation, lodging, reservations, backup options). Project & Task Management • Maintain task systems (e.g., ClickUp/Asana/Trello/Notion) and keep projects moving through structured follow-ups. • Break down initiatives into actionable steps, owners, deadlines, and dependencies. • Coordinate multiple parallel projects with shifting priorities. AI-Enabled Operations & Light Development Support • Use AI tools (e.g., ChatGPT and related platforms) to draft emails, summarize meetings, generate documents, research, and build workflows. • Create basic automations and simple prototypes with AI assistance (e.g., no-code tools, lightweight scripts, simple web/app tasks). • Support “simple development with AI,” such as drafting requirements, testing outputs, troubleshooting, and coordinating implementation. Hiring & Freelancer Management • Source, vet, and hire freelancers/contractors (Upwork/Fiverr/agencies) for tasks such as design, marketing, development, and admin support. • Write scopes of work, compare bids, track deliverables, and manage deadlines/quality. • Maintain a freelancer/vendor directory with rates, specialties, and performance notes. Legal & Document Management • Coordinate communications with lawyers and other professionals (collect facts, organize timelines, gather documents). • Draft and format letters, forms, and templates; maintain document organization and version control. • Manage document workflows (signatures, filing, naming conventions, secure storage). Software & Continuous Learning • Rapidly learn and adopt new software/tools as the business evolves (CRM, accounting tools, scheduling, document systems, AI tools). • Recommend process improvements to reduce friction and increase speed and accuracy. Required Qualifications • Fluency in English and Russian (written and spoken). • 3+ years of experience as an Executive Assistant, Operations Assistant, Project Coordinator, or similar role supporting senior leadership. • Strong organization, follow-through, and ability to manage competing priorities. • High comfort with technology, including spreadsheets and document tools (Google Workspace/Microsoft Office). • Demonstrated ability to communicate professionally with customers and external stakeholders. • Practical understanding of finance concepts (expenses, invoicing, budgets, basic reporting). • Experience booking travel; points/miles travel booking experience strongly preferred. • Strong attention to detail and ability to produce polished, client-ready written communication. Preferred Qualifications • Experience supporting multiple businesses or a fast-paced entrepreneurial environment. • Familiarity with project management tools (ClickUp, Asana, Notion, Monday.com). • Exposure to CRMs (e.g., Zoho, HubSpot) and basic automation tools (Zapier/Make). • Experience coordinating with attorneys/accountants and handling sensitive matters. • Ability to work with AI for light technical tasks (prompting, basic scripts, no-code builds, testing). Core Competencies • Proactive mindset and strong initiative (anticipate needs, propose solutions, follow through). • Clear communication and stakeholder management. • Prioritization, multitasking, and execution under deadlines. • Process thinking and documentation discipline. • Discretion and reliability. Work Conditions • Remote role; must have stable internet and a quiet workspace. • Availability aligned with U.S. Eastern Time preferred (or ability to overlap key hours). • Occasional after-hours coordination for travel changes or urgent issues (as needed). Job Type: Full-time Pay: $800.00 - $1,200.00 per month Benefits: • Paid time off Work Location: Remote Apply tot his job