Company overview
Scalable Global Solutions (SGS) is Croatia's first DaaS (Department as a Solution) provider — a High-Tech Software company blending EMEA and nearshore resources to help global clients build high-performing, tailor-made teams across Sales, HR, Operations, IT, Finance, Marketing, and Customer Care.
| Position Title | Senior Executive Assistant to Management |
| Level | Skilled Non-Management |
| Language Skills | German and English at C1 level or above, with excellent business writing and verbal communication. |
| Professional Skills | At least 7 years of relevant experience in executive assistance, senior management support or a comparable role, including direct support to senior executives. |
| Location | Zagreb |
| Education (min) | A bachelor’s degree or higher in Business Administration, Management, Economics, Communications, Law, Project Management or a related discipline.
|
| Willingess to Travel (%) | 20 |
| Reports to | Management |
| Sector | SaaS,Sales |
| Contract | Unbefristete Festanstellung |
Role Description
WHAT YOU'LL DO
You will help management stay prepared, informed and focused. Your work will range from coordinating complex schedules to preparing decision briefs and tracking project commitments. You will anticipate needs, bring structure to competing priorities and keep work moving.
You should be confident working with senior stakeholders and communicating professionally in German and English. You should also be comfortable using AI tools to improve the speed and quality of your work.
Your responsibilities
Executive support and communication
- Manage calendars, meetings, travel arrangements and competing priorities.
- Prepare agendas, briefing materials, presentations and professional correspondence.
- Record meeting decisions and turn them into clear actions, owners and deadlines.
- Communicate with employees, clients, partners and suppliers on management’s behalf, within agreed authority.
- Handle sensitive business and personal information with discretion.
Follow-through and project coordination
- Maintain a central record of management actions and project commitments.
- Follow up confidently and respectfully with action owners, including senior stakeholders.
- Track progress, identify dependencies and escalate delays or issues that need management attention.
- Prepare short updates showing what is complete, what is outstanding and where a decision is needed.
- Coordinate information across Sales, Operations, HR, Finance, IT and other business functions.
Research and decision support
- Research companies, markets, clients, competitors and business opportunities.
- Turn complex information into clear executive summaries, comparisons and recommendations.
- Check sources, figures and assumptions before presenting findings.
- Prepare management for internal meetings and for discussions with clients and partners.
AI and digital productivity
- Use approved tools such as ChatGPT and/or Claude for research, drafting, document analysis, meeting summaries and presentation preparation.
- Review AI outputs for accuracy, relevance, tone and completeness.
- Protect confidential information and follow company rules when using AI.
- Identify ways to improve recurring administrative and information workflows.
Documentation and business administration
- Maintain organised management files, action registers and project documentation in company systems.
- Create polished documents, spreadsheets and presentations in Microsoft 365.
- Keep relevant CRM and business records accurate and up to date.
- Support interview scheduling, recruitment documentation and onboarding coordination when required.
WHAT YOU BRING
- At least 7 years of relevant experience in executive assistance, senior management support or a comparable role, including direct support to senior executives.
- A bachelor’s degree or higher in Business Administration, Management, Economics, Communications, Law, Project Management or a related discipline.
- Advanced practical skills in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, OneDrive and SharePoint.
- Practical professional experience using ChatGPT and/or Claude, including the ability to verify outputs and handle information responsibly.
- Strong prioritisation, research and coordination skills.
- Sound judgement about what to resolve independently and what to escalate.
- Consistent attention to detail, discretion and accountability.
- German and English at C1 level or above, with excellent business writing and verbal communication.
Additional advantages include:
- Previous experience in an international company;
- Experience supporting a CEO, Managing Director, Board Member or senior management team;
- Experience with AI automation or workflow tools;
- Advanced Excel skills;
- CRM or ERP experience;
- Project-management experience;
- Experience preparing management or board presentations;
- Experience with Odoo, Salesforce or similar business systems;
- Exposure to Sales, Finance, HR or Operations; and
- Additional European languages.
It would be an advantage if you have experience in an international company, supporting a CEO or management team, coordinating projects, preparing board materials, or using CRM/ERP platforms such as Odoo or Salesforce. Experience with workflow automation and additional European languages are also welcome.
What success looks like
Management is prepared for important meetings. Priorities and commitments are visible. Every action has a clear owner and deadline. Risks surface early, information is reliable, and agreed work is consistently followed through.
Competencies
Ownership
You take responsibility for achieving the outcome rather than simply completing an assigned activity.
Proactivity
You identify what needs to happen before management has to ask.
Executive judgement
You understand what is important, what can wait and what needs immediate escalation.
Structure
Information, meetings, documents and actions are organised and traceable.
Follow-through
You ensure that agreed actions actually happen.
Confidentiality
You understand the sensitivity of management, employee, client and financial information.
Technology orientation
You actively use digital tools and AI to improve efficiency.
Communication
You communicate clearly, professionally and appropriately with people at all organisational levels.
Attention to detail
You identify inconsistencies, missing information and potential mistakes before they become problems.
Adaptability
You can move confidently between management, project, administrative and operational topics.
Personal Characteristics
- Proactive: you see what’s needed before management has to ask.
- Highly organised: you keep information, deadlines and documents structured and easy to find.
- Discreet and trustworthy: you handle confidential business and personal information with complete integrity.
- Persistent and diplomatic: you follow up firmly but respectfully, including with senior people.
- Calm under pressure: you stay composed and focused when priorities change or deadlines pile up.
- Sound in judgement: you know what to handle yourself, what can wait and what needs escalating.
- Detail-oriented: you catch errors, gaps and inconsistencies before they become problems.
-Accountable: you take ownership of results, not just tasks.
- Curious and tech-minded: you enjoy finding smarter ways to work, including with AI.
- Confident communicator: you speak and write clearly and appropriately with everyone from employees to executives.
- Adaptable: you move easily between strategic topics and day-to-day administration.
- Self-driven: you work independently with minimal supervision and keep high standards.
