Head of Assistant

We are looking for a "right hand" and assistant for the CEO of the digital agency "Tolstov Group" and co-founder of the SMS Aero service with a 15-year mature history. We need a person who turns chaos into system, and tasks into solid results with minimal involvement from the executive.

This role is for you if:

• You have worked as a personal assistant for at least 2 years.
• You have experience in organizing processes/people without direct administrative resources (operations manager, project manager, coordinator) for at least 3 years.
• You love order more than creative uncertainty and do not plan to temporarily occupy yourself before jumping into another field, consciously choosing a career as an assistant.

What you will do

**Personal Scope (60–40%):

• Investments: Maintaining records of assets (personal capital P&L), searching for real estate, business projects, preparing data for investment decisions.
• Lifestyle Management: From scheduling doctor's appointments and organizing trips to managing purchases and household services. Your ideal is when the executive simply opens their calendar and sees a ready chain of events.

**Work Scope (40–60%):

• Preparation, approval, and control of document signing.
• Description of business processes, creation of regulations, and maintenance of a knowledge base.
• Preparation of presentations, collection of client information, preparation of proposals.
• Targeted involvement in "bottlenecks" (quality control in production, lead management) where the responsible person is temporarily absent.

Expected Results

• 90% of personal issues resolved without executive involvement.
• Iron discipline: 0 missed tasks, 95% of deadlines met, deadlines postponed according to rules.
• Calendar-zen: no overlaps, buffers for rest and preparation available.
• Investment Scope: up-to-date asset/deal database + preparation of materials for decisions.
• Quarterly investment report reconciles "to the penny".
• Protocoling of work meetings.
• Reminders and control of assignments given to employees.

Your Profile Beyond Assistant Experience

• Fluent Russian, ability for meticulous information search (OSINT on a minimal scale) in Russian/English, attentive research.
• Discipline: sports, time management, control of your day, and proficiency in Notion/Trello/Jira/Bitrix24.
• Titanic tolerance for routine, problem-solving mindset (come with a solution, not a question).
• Independence: ability to make autonomous decisions, rarely seeing the executive.
• Reliability and responsibility: ability to drive tasks to completion.
• It will be a huge plus if you actively use AI to speed up your work (15+ prompts per week) and are good at calculating figures and metrics (P&L, Cash Flow).

Conditions

• Income from 130,000 to 180,000 ₽ (fixed + KPI + quarterly bonuses).
• Remote (Moscow) or office in City – your choice. Candidates not in Moscow will only be considered for a personal assistant role.
• Full-time, start at 9:00 AM. Response time until evening – within 20 minutes.
• For remote work – willingness to travel 2–5 times per month within Moscow/region.
• Employment: Sole Proprietorship / Self-Employed / Labor Code.

How to Apply?

For those who have read to the end, we will explain how to generally behave when applying. In your cover letter when applying, please provide:

1. Real Artifact: Link to a checklist, travel plan, comparison table, "task card" – in the format you would give to the executive. Explain the context and result.
2. Failure Story: Describe your most unpleasant organizational failure. Literally quote the message you sent to the executive at that moment, and describe your actions in the next 24 hours.