Senior Executive Assistant to Management

About the role

Scalable Global Solutions (SGS), Croatia's first DaaS provider, is looking for a Senior Executive Assistant to Management in Zagreb. The role supports senior management by keeping them prepared, informed and focused, from coordinating complex schedules to preparing decision briefs and tracking project commitments. It is a permanent position reporting to management.

Key responsibilities

• Manage calendars, meetings, travel arrangements and competing priorities, and prepare agendas, briefing materials, presentations and 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, and handle sensitive information discreetly.
• Maintain a central record of management actions and project commitments, follow up with action owners, track progress and escalate delays.
• Prepare short updates and coordinate information across Sales, Operations, HR, Finance, IT and other functions.
• Research companies, markets, clients and competitors, and turn complex information into executive summaries, comparisons and recommendations.
• Use approved AI tools such as ChatGPT and/or Claude for research, drafting, document analysis and meeting summaries, reviewing outputs for accuracy and protecting confidential information.
• Maintain management files, action registers and project documentation, create documents and spreadsheets in Microsoft 365, keep CRM records accurate, and support recruitment documentation and onboarding when required.

Required profile

• At least 7 years of experience in executive assistance, senior management support or a comparable role, including direct support to senior executives.
• Bachelor's degree or higher in Business Administration, Management, Economics, Communications, Law, Project Management or a related discipline.
• German and English at C1 level or above, with excellent business writing and verbal communication.
• Experience in an international company, supporting a CEO or management team, or using CRM/ERP platforms is an advantage.

Required skills

• Advanced practical skills in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, OneDrive, SharePoint).
• Practical experience with ChatGPT and/or Claude, including verification of outputs.
• Strong prioritisation, research and coordination skills, and sound judgement about what to escalate.