Office Assistant – Administration and Finance (m/f)

About the role

We are seeking a highly organized, proactive, and reliable Office Assistant to support our headquarters in Zagreb. The role sits at the intersection of finance, administration, and operations, working closely with senior management and acting as a coordination hub between HQ, museum locations, and partners.

Key responsibilities

• Support the CFO with bookkeeping, invoice processing, expense tracking, and monthly closings.
• Assist with budgeting, data entry, and preparation of financial summaries, forecasts, and reports.
• Coordinate with internal accountants and external accounting offices across all museum locations.
• Process receipts, reimbursements, and financial documentation with high accuracy and compliance.
• Ensure smooth day‑to‑day HQ operations, including office supplies, logistics, and internal documentation.
• Arrange travel, accommodations, and scheduling for HQ staff and management.
• Support HR administration such as contracts, payroll coordination, onboarding kits, and internal communications.
• Liaise with vendors and service providers, handling logistics and follow‑ups.
• Collect operational and financial data from each location to support reporting and decision‑making.
• Provide ad‑hoc administrative and operational support to the HQ team.

Required profile

• Professional proficiency in English, both written and spoken.
• Strong organizational and administrative abilities with high attention to detail.
• Ability to multitask, prioritize, and work independently in a fast‑paced, multi‑location environment.
• At least two years of relevant experience.
• Experience with ERP solutions is a plus.

What we offer

• Work in an international, growing company with a unique experiential concept.
• Exposure to finance, operations, and management‑level decision‑making.
• Collaborative HQ team supporting creative and innovative projects.
• Opportunities for professional growth as the company expands.