<aside> 💡 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.

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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.

Job description

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