Business Assistant - inVision

Business Assistant - inVision

Department: Impact

Employment Type: Full Time

Location: Kazakhstan

Description

 We are seeking a Business Assistant to support the Director of the inVision Foundation. The role manages the Director’s schedule, coordinates communication with employees, partners and external organizations, prepares materials for meetings and decision-making, and tracks tasks and deadlines to make sure agreed actions are completed on time. 

Key Responsibilities

• Manage the Director’s calendar: schedule meetings, appointments and business events based on priorities and deadlines.

• Keep the Director informed of upcoming events, important tasks and schedule changes.

• Coordinate the Director’s business travel, including travel and visa requests.

• Record the Director’s assignments, assign responsible employees and monitor deadlines.

• Maintain a task tracker, remind responsible employees of deadlines and update the Director on progress.

• Prepare regular summary reports on completed, ongoing and pending tasks that need the Director’s attention or decision.

• Coordinate communication between the Director, internal teams, partners and external organizations.

• Organize meetings, prepare agendas, record key decisions and follow up on agreed actions.

• Manage business correspondence in Russian and English.

• Prepare letters, official documents, presentations, spreadsheets and reports.

• Collect documents for the Director’s review and signature and make sure they are approved and signed on time.

• Collect and analyze information from the Foundation’s departments to support the Director’s decisions.

• Maintain business records and documents and ensure confidentiality.

• Help improve administrative processes and introduce tools that make the Director’s work more efficient.

Skills, Knowledge and Expertise

Education: Bachelor’s degree or above; additional training in project management, business administration or business process management

Experience: 3+ years as a Business Assistant, Executive Assistant or in a similar role; hands-on experience supporting senior management; experience in international companies, foundations or non-profit organizations

Knowledge and skills:

• Google Workspace (Docs, Sheets, Slides, Calendar, Drive) and Microsoft Office

• Business correspondence and preparation of documents, presentations and reports

• Schedule management, prioritization and deadline control

• Organizing meetings, taking minutes and recording decisions

• Digital communication and task management tools

• AI tools (Claude, ChatGPT and similar)

• Spreadsheets for reporting and data processing

Languages: Russian and English (B2 or higher)

Key Competencies

• Organization and time management

• Proactivity and independence: anticipates the Director’s needs without constant supervision

• Responsibility and meeting deadlines

• Communication and diplomacy

• Attention to detail

• Flexibility and ability to handle changing priorities

• Ability to work under pressure and multitask

• Confidentiality and professional ethics