Executive assistant (for the COO)

💡 To be eligible for this position, candidates must have legal residency within the European Union / UK or hold digital nomad status. We value diversity and welcome applications from individuals of all backgrounds and experiences.

Job Summary

3F Venture is a Luxembourg-based venture studio that accelerates the commercial success of emerging companies by allocating resources across multiple ventures.

Right now we are looking for an Executive Assistant to our VP COO, Alexander Makaev. In this role, you’ll be at the heart of daily operations—coordinating reports, organizing documents, supporting hiring efforts, and handling external communications. We’re looking for someone who’s not just detail-oriented but thrives on creating structure—a true planning enthusiast who loves building templates, crafting tables, and writing out step-by-step instructions that make everything run smoother. If you get excited about turning chaos into clarity, learning how businesses are built from the inside out, and making a tangible impact across multiple projects, this role is for you.

Responsibilities:

1. Reporting & Document Management

• Organize and integrate various reporting structures to ensure clear, accessible, and up-to-date information.
• Organize, file, and maintain accounting and legal documents, ensuring compliance with regulatory standards.

2. Executive Support & Coordination

• Track the COO’s personal tasks, responsibilities, and deadlines, prioritizing effectively to ensure timely completion.
• Schedule meetings, coordinate logistics, prepare agendas, and draft thorough summaries to maintain clear follow-ups and action items.

3. Vendor Relations

• Assist in the hiring process, from identifying candidates and coordinating interviews to negotiating terms with freelancers, consultants, and experts.
• Foster positive relationships with external partners, ensuring quality deliverables and cost-effective agreements.

4. Research & Analysis

• Conduct in-depth research on operational, market, and industry topics.
• Present findings and conclusions in a clear, actionable format to inform executive decision-making.

5. External Communications

• Communicate with local government organizations and other external stakeholders to gather relevant information, address inquiries, and maintain constructive relationships.
• Act as a communication link between the COO and different departments to ensure information is shared accurately and on time.

6. Data Organization & Management

• Collect, structure, and maintain data in spreadsheets or databases, ensuring integrity, security, and ease of retrieval.
• Utilize data insights to support continuous improvement in operations and decision-making.

Qualifications:

• Experience as an Executive Assistant/Project Management or in a similar administrative role with focus of structurizing materials or creating templates.
• Proficiency with MS Office Suite (Word, Excel, PowerPoint), G-Suite, and experience with project management and database tools such as Notion.
• Excellent written and verbal communication skills, with the ability to interact professionally with diverse internal and external stakeholders.
• Fluency in English is a must, French would be A GREAT ADVANTAGE.
• Exceptional organizational, multitasking, and time-management abilities. Impeccable attention to detail, confidentiality, and follow-through.
• Demonstrated ability to work independently, prioritize tasks, and adapt to changing priorities in a fast-paced environment.
• A proactive, resourceful, and flexible approach combined with a positive attitude, strong interpersonal skills, and a collaborative spirit

Conditions:

• Competitive salary based on experience;
• Strong project and product cultures;
• Ability to work with EU markets;
• Minimal bureaucracy;
• Flexible working hours;
• Opportunities for professional growth and development in an entrepreneurial environment.
   

How to apply?

• Share your CV, Сover Letter answering the question “why you are the perfect fit for this position” and LinkedIn;
• Send your application via email: [email protected]