Executive Assistant - Hospitality (m/f)

We are currently looking for an Executive Assistant – Hospitality to join our dynamic team in Zagreb, Croatia! The Executive Assistant provides high level administrative and operational support to a Vice President, ensuring efficient day to day operations, effective time management, and seamless coordination across the organization. This role requires discretion, strong judgment, and the ability to operate confidently in a fast paced, executive environment while supporting broader office and facilities-related activities as needed. What kind of work will you be doing? Executive and Leadership Support - Provide direct, high level administrative support to the Vice President, including complex calendar management, meeting coordination, and agenda preparation - Prepare, edit, and manage confidential and sensitive documentation, correspondence, and reports for executive leadership - Act as a trusted point of coordination for internal and external executive communications, prioritizing requests and ensuring timely follow up - Prepare executive expense reports and track related documentation in accordance with internal policies - Organize and support management meetings, including scheduling, room setup, materials preparation, and follow up actions Office and Operational Coordination - Coordinate office management activities for the Zagreb and Rugvica locations, including space allocation and office assignments - Manage office related expenditures (equipment, supplies), ensuring cost control and timely replenishment - Organize company business events, including visitor support, travel logistics, agendas, and catering coordination Administrative and Financial Support - Handle professional correspondence with external parties such as lawyers, public notaries, translators, and public administration offices - Review incoming documentation, reports, and invoices, assessing relevance and routing appropriately - Process invoices end to end: scanning, submitting to Data SERV, obtaining approvals, and coordinating with Finance - Arrange travel for management and employees, including travel orders and supporting documentation for Finance - Maintain structured, accurate, and confidential electronic and physical filing systems General Responsibilities - Support internal and external inquiries related to operational and office matters, directing them to the appropriate channels - Perform duties with a high level of accuracy, professionalism, and attention to deadlines - Act proactively, anticipating executive and organizational needs - Perform additional duties as required by executive leadership

Education and Experience - Completed secondary education is required; additional administrative or business education is an advantage - Minimum 1–3 years of experience in an Executive Assistant, Senior Administrative Assistant, or comparable role supporting senior leadership - Experience working in a corporate, matrix, or international environment preferred Skills and Competencies - Exceptional organizational, time management, and prioritization skills - High level of professionalism, discretion, and integrity when handling confidential matters - Strong written and verbal communication skills - Ability to work independently, manage competing priorities, and exercise sound judgment - Proactive mindset with a strong sense of ownership and accountability - Strong interpersonal skills and the ability to navigate sensitive or complex situations calmly and effectively