Business Assistant to CEO

Crystalia Glass LLC; New York (NY); Remote; MXN 971,000 - 1,457,000; Full time

Job summary

Crystalia Glass LLC seeks a Business Assistant to the CEO with Russian and English language proficiency. The role focuses on executive support, coordination, and strategic assistance for a fast-growing glass products company operating in the US and beyond.

Responsibilities include scheduling, travel planning, communications, data preparation, and readiness of reports in English and Russian. Remote work is offered for a US-based company with international operations.

Qualifications

• Higher education in Law/International business/International relations or similar.
• Minimum 2 years of experience as a Business Assistant/Executive Assistant or similar role.
• Fluent English (C1 level+) and Russian (written and spoken).

Responsibilities

• Manage the CEO's daily, weekly, and monthly schedules; organize meetings, calls, and business trips.
• Draft correspondence and reports in English and Russian.
• Coordinate internal and external communications on behalf of the CEO.
• Prepare presentations, summaries, and analytical reports for decision-making.
• Monitor progress of company projects and provide updates to the CEO.

Skills

English (C1+)

Russian (C1+)

Time management

Organizational skills

Communication

Confidentiality

Education

Higher education in Law/International business or International relations

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 a Business Assistant to the 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 Licences 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