Business Assistant to CEO

Crystalia Glass; España; Remote; EUR 40,000 - 60,000; Full time

Benefits offered by this job

Fully remote work

Competitive compensation package

Paid vacation days + sick leave

Work directly with the CEO

Exposure to US market operations

Job summary

Crystalia Glass LLC is seeking a proactive Business Assistant to the CEO to manage calendars, coordinate meetings, and prepare briefing materials in English and Russian. This fully remote, full-time role supports Executive, Travel, and Administrative tasks, with a focus on confidentiality and professional communication across departments.

You will compile reports, liaise with suppliers and partners, help with licenses and insurance coordination, and assist with strategic projects while balancing

Qualifications

• Higher education in Law, international business, or international relations or similar.
• Minimum 2 years of experience as a Business Assistant/Executive Assistant or similar.
• Fluent English and Russian (written and spoken).
• Experience working for a US company with operations in the USA is a plus.

Responsibilities

• Manage CEO’s daily, weekly, and monthly schedules; organize meetings, calls, and business trips.
• Filter and organize incoming communication; draft correspondence and reports in English and Russian.
• Prepare presentations, summaries, and analytical reports for decision-making.
• Coordinate internal and external communications on behalf of the CEO.
• Plan and organize business trips, including flights, accommodation, and itineraries.
• Support ongoing company projects and monitor progress.

Skills

English fluency

Russian fluency

Time management

Organizational skills

Communication

Education

Higher education in Law/International business/International relations or similar

Tools

Google Workspace

MS Office

Zoom

AI assistants

Job description

Crystalia Glass LLC is a leading provider of premium glass products, trusted by renowned clients such as SpaceX, Nike, Starbucks, Bank of America, Yves Saint Laurent, and many others. Founded in 2017 in New York, the company now operates across the United States, delivering high-quality glass solutions for both residential and commercial projects. We are looking for Business assistant to CEO with Russian (C1+) and English (C1+) Employment Type: - Full-time 8.30 am - 5 pm, NY (EST zone). - Remote work. - B2B contract (sole proprietorship status or corporate entity).

Executive Support & Coordination

• Manage the CEO’s daily, weekly, and monthly schedules; organize meetings, calls, and business trips.
• Prioritize tasks, manage deadlines, and ensure the CEO’s time is used efficiently.
• Anticipate the CEO’s needs and prepare relevant information, materials, or reports in advance.
• Filter and organize incoming communication; draft correspondence and reports in English and Russian.
• Maintain confidentiality and professionalism in all aspects of the role.

Business & Administrative Support

• Prepare presentations, summaries, and analytical reports for decision-making.
• Coordinate internal and external communications on behalf of the CEO.
• Support ongoing company projects: monitor progress, collect data, prepare updates.
• Manage interactions with suppliers, contractors, and partners.
• Keep records, documentation, and administrative files in order.
• Open and renew business licenses as required.
• Coordinate with insurance brokers to ensure proper endorsements, riders, and coverage extensions.
• Issue and track Certificates of Insurance (COIs) per contract and insurance requirements.
• Prepare and submit applications for Contractor’s Licenses in states where the company plans to operate.
• Monitor and coordinate vehicle registrations, renewals, and insurance coverage for the company fleet.

Travel & Event Management

• Plan and organize business trips, including flights, accommodation, logistics, and itineraries.
• Coordinate participation in business meetings, exhibitions, and conferences.
• Handle visa processes and other documentation related to international travel.

Internal Communication & Company Coordination

• Communicate with the CEO’s direct reports and partners on his behalf.
• Follow up on meeting outcomes and ensure tasks are completed on time.
• Support the CEO in maintaining clear and positive communication across departments.

Strategic & Advisory Support

• Conduct market, business, and competitor research when required.
• Track and summarize company performance data and KPIs for the CEO.
• Act as an advisor and communication bridge between the CEO and key stakeholders.
• Help identify process improvements and opportunities for efficiency.

Personal & Lifestyle Support (limited scope)

• Support personal planning and balance between work and private matters when necessary.
• Handle selected personal arrangements or errands on behalf of the CEO in a professional manner.

Requirements

• Higher education in Law/International business/International relations or similar
• Minimum 2 years of experience as a Business Assistant, Executive Assistant, or similar role in a dynamic business environment.
• Strong understanding of business operations, corporate communication, and project coordination.
• Fluent English (C1 level +) and Russian (written and spoken).
• Experience working for a US company with operations in the USA (will be a big plus)
• Excellent time management, prioritization, and organizational skills.
• Ability to make decisions independently and maintain confidentiality.
• Professional demeanor and strong interpersonal communication skills.
• Proficient with office software and digital tools (Google Workspace, MS Office, Zoom, AI assistants and others).
• Basic understanding of finance, budgeting, and reporting is a plus.

Personal Qualities

• High energy, strong motivation, and proactive attitude.
• Attention to detail and ability to anticipate needs before they arise.
• Strategic and analytical mindset with a focus on solutions.
• Flexibility, adaptability, and a calm approach under pressure.
• Ethical, loyal, and committed to maintaining confidentiality and professionalism.

Benefits

• Fully remote work (you can be located anywhere in the world).
• Competitive compensation package (will be discussed with successful candidates).
• Benefits: paid vacation days + sick leave.
• Opportunity to work directly with the CEO and top management.
• Exposure to US market business operations and strategic projects.
• Dynamic environment with opportunities for professional growth.