Personal / Business Assistant, Executive Assistant, Project Manage
Ana Ioffe
As a seasoned professional, I excel at transforming strategic goals into clear, structured tasks and, most importantly, into high-quality results. My extensive experience—ranging from IT projects to international fashion—has taught me one truth: effective time management and systematic planning always prevail. A Stoic and Hedonist by nature, I approach challenges with rational thinking, finding pleasure in order and perfection, all while maintaining composure in the face of demands. Adaptability and a readiness to take ownership of any task are my core principles. I am prepared to be not just an assistant, but a reliable pillar of support for your leadership, ensuring transparent and results-driven operational activities, and finding harmony even in the most intense moments.
Organization is my native language, and chaos is merely a temporary enigma. Yet, I appreciate the process of solving it.
07/05/1986
Key responsibilities:
- Strategic project management: Planning, coordination, and control of the full project lifecycle – from branding concept development to final website delivery.
- Communication & Contract management: Conducting international negotiations and business correspondence with clients; identifying needs, drafting technical specifications (TOS), and managing expectations.
- Team & Resource management: Sourcing, recruiting, and coordinating the work of performers and contractors; managing team communication.
- Operational control: Maintaining project calendars and reporting (Bitrix24, Kaiten, Notion); administering client websites and providing technical support.
- Successfully delivered over 40 technically sound and aesthetically appealing web development and branding projects.
- Ensured 100% on-time project delivery through clear internal and external communication.
- Established long-term client relationships: built a consistent portfolio of 20 client websites under regular maintenance.
- Received numerous positive testimonials affirming high levels of client service and work quality.
Block 1: International distribution & sales Key responsibilities focused on communication, logistics, and sales.
Key accomplishments:
Block 2: Retail network management (sole proprietorship) Key responsibilities focused on operations, development, and finance.
Key accomplishments:
Key accomplishments:
- Expanded the network of buyers across Russia, leading to increased orders and sales for European manufacturers.
- Established and maintained long-term international communication and partnerships with owners of European factories and key Russian retailers.
- Optimized logistics processes, resulting in reduced delivery times and improved customer service levels.
- Successfully organized participation in Russian and international fashion exhibitions, attracting new clients.
- Managed the full sales cycle: from client consultation and order processing to payment control and final delivery organization.
- Conducting international business correspondence and negotiations regarding supplies, assortment, and pricing policies.
- Providing administrative support: obtaining and processing permits and certification documentation (quality certificates, compliance certificates).
- Controlling production deadlines, as well as sourcing and coordinating logistics companies and contractors.
Block 2: Retail network management (sole proprietorship) Key responsibilities focused on operations, development, and finance.
Key accomplishments:
- Achieved sales and profitability growth through effective management of three retail stores.
- Successfully expanded the store network by identifying and selecting retail spaces and securing favorable lease agreements after market analysis.
- Optimized the system for staff recruitment, training, and motivation, creating a cohesive and effective team of administrators and managers.
- Organized an efficient financial reporting system and ensured timely submission of reports to tax authorities.
- Operational management of the retail business, including sales, inventory, and staff control across three locations.
- Conducting negotiations with landlords and overseeing the timely opening of new retail outlets.
- Analyzing financial reports, identifying deviations, and developing measures for cost optimization.
- Coordinating interactions with accounting, auditors, and regulatory bodies.
Block 1: Executive & Personal administrative support Key responsibilities focused on administrative and personal support for the Executive.
Key accomplishments:
Block 2: Event coordination & management Key responsibilities focused on event coordination and management.
Key accomplishments:
Key accomplishments:
- Ensured seamless and efficient management of the Executive's work and personal time, optimizing their schedule and increasing overall productivity.
- Successfully organized numerous business and personal trips, including full coordination of logistics and documentation.
- Managed staff recruitment and oversaw task execution, ensuring timely delivery of results.
- Schedule management: Organizing daily work and personal schedules, planning meetings, events, and preparing reports.
- Operational support: Managing document flow, effective budget organization.
- Oversight: Ensuring timely and high-quality completion of all administrative tasks.
Block 2: Event coordination & management Key responsibilities focused on event coordination and management.
Key accomplishments:
- Successfully executed numerous events of varying scales (from conferences to city show programs) for key corporate clients (Gazprom, Norilsk Nickel, Rostelecom).
- Developed and implemented event concepts in collaboration with scriptwriters and directors, ensuring high client satisfaction.
- Optimized planning processes, which reduced costs and increased the overall efficiency of the agency.
- Full coordination: Developing detailed plans, timings, logistics, and budgets for events.
- Partner interaction: Conducting negotiations with clients, sponsors, contractors, and service providers (venues, catering, technical support).
- Financial control: Compiling and monitoring event budgets; preparing contracts, acts, and related documentation.
- On-site problem solving: Coordinating event progress and promptly resolving any issues that arose during execution.
Key Accomplishments & Responsibilities:
- Comprehensive executive support: Provided full administrative and personal support to the Executive, managing their work schedule, meeting planning, and business travel arrangements.
- Financial & Operational control: Oversaw the Executive's personal and business finances, maintained records, and managed budgeting.
- Team & Resource management: Planned and supervised the work of a 20-person team, including recruiting staff for administrative and household services.
- Organizational oversight: Managed document flow (maintaining archives and creating document databases) and coordinated work with suppliers and contractors.
- Culture & Atmosphere: Fostered and maintained a productive work environment within the team, resolved administrative and household issues, and organized events.
Key Accomplishments & Responsibilities:
- Marketing & Advertising: Developed and implemented advertising campaigns to promote theater productions, including analyzing campaign results.
- Creative coordination: Communicated with designers and actively participated in the development, creation, and approval of creative advertising materials.
- Media interaction: Established and maintained communication with print media and media partners for the distribution of promotional materials.
- Administrative support: Performed administrative tasks during performances and ensured the distribution of advertising products.
Key Competencies & Tools
A comprehensive set of professional, managerial, and technical skills ensuring effective planning, execution, and communication.
No-code development & design:
Proficient in Tilda, Webflow, Framer, Canva, Figma platforms.
Management tools:
Bitrix24, Notion, Google Workspace (Google Sheets).
Web analytics:
Experience with Yandex Webmaster and Google Search Console, understanding of basic HTML/CSS.
AI integration:
Practical experience with AI tools - Firefly, Midjourney, CHAT GPT, Gemini Advanced.
Proficient in Tilda, Webflow, Framer, Canva, Figma platforms.
Management tools:
Bitrix24, Notion, Google Workspace (Google Sheets).
Web analytics:
Experience with Yandex Webmaster and Google Search Console, understanding of basic HTML/CSS.
AI integration:
Practical experience with AI tools - Firefly, Midjourney, CHAT GPT, Gemini Advanced.
Communication:
Effective interaction with stakeholders (clients, partners, management).
Languages:
English — Advanced (C1).
Personal qualities:
Excellent comprehension ("understand at a glance"). High adaptability, fast learner, ability to take ownership, and provide results-oriented support.
Effective interaction with stakeholders (clients, partners, management).
Languages:
English — Advanced (C1).
Personal qualities:
Excellent comprehension ("understand at a glance"). High adaptability, fast learner, ability to take ownership, and provide results-oriented support.
Full project lifecycle management:
Planning, project scheduling, budget, and resource management.
Requirements management:
Needs analysis and development of technical specifications (TOS).
Vendor management:
Experience in sourcing and engaging external performers and contractors, managing their work.
Cross-functional collaboration:
Effective collaboration with designers (UI/UX, Web), Front-end developers, SEO specialists, and contextual advertising specialists.
Planning, project scheduling, budget, and resource management.
Requirements management:
Needs analysis and development of technical specifications (TOS).
Vendor management:
Experience in sourcing and engaging external performers and contractors, managing their work.
Cross-functional collaboration:
Effective collaboration with designers (UI/UX, Web), Front-end developers, SEO specialists, and contextual advertising specialists.
