Virtual Assistant

About Scalable Global Solutions Scalable Global Solutions JSC (SGS) is an international business solutions company supporting clients in building, operating and scaling business functions and teams. SGS works across multiple corporate functions, including Sales, Customer Service, Operations, Human Resources, Recruitment, IT, Finance, Administration and related business-support areas. As SGS continues to grow internationally, we are looking for a highly organised, dependable and proactive Virtual Assistant who can support management, employees, clients and projects across a broad range of administrative and operational activities. The Role The Virtual Assistant provides flexible administrative, organisational and operational support to SGS. This is not a narrowly defined administrative role. The successful candidate should be comfortable supporting different departments, projects and management priorities as business requirements change. SGS may assign the Virtual Assistant to different internal or client-related projects and tasks depending on current priorities. The ideal candidate is highly organised, reliable, technology-comfortable, capable of working independently and able to manage several priorities simultaneously. Key Responsibilities Executive & Administrative Support Support management with day-to-day administrative activities. Organise calendars, appointments, meetings and reminders. Prepare meeting agendas, notes, minutes and action lists. Follow up on agreed actions, owners and deadlines. Coordinate internal and external meetings. Organise documents, presentations, spreadsheets and reports. Maintain structured digital filing systems and version control. Prepare correspondence and professional business communication. Assist with travel research, scheduling and administrative preparation where required. Project & Task Coordination Support SGS projects from planning through execution. Maintain project task lists, timelines, status updates and outstanding actions. Follow up with responsible team members and stakeholders. Prepare project documentation and progress reports. Coordinate information between departments, suppliers, partners and other stakeholders. Escalate delays, risks, missing information or dependencies early. Maintain accurate records for assigned projects. Research Conduct online research on companies, markets, competitors, suppliers, partners and potential clients. Research contact persons and decision-makers. Prepare structured research summaries, comparisons and data tables. Verify and organise business information. Support management with research required for business decisions. Sales & Business Development Support Where assigned, responsibilities may include: Researching prospective clients and relevant decision-makers. Maintaining prospect and contact databases. Preparing prospect lists, meeting briefs and company profiles. Supporting CRM data entry, data quality and record maintenance. Supporting follow-up activities after meetings and campaigns. Assisting with proposal preparation and tracking opportunities and next actions. Supporting outbound campaigns and other business-development projects. The Virtual Assistant will not independently make commercial commitments, contractual representations, pricing commitments or other binding statements on behalf of SGS unless specifically authorised in writing. HR & Recruitment Support Assist with candidate sourcing and research. Coordinate interviews and related communications. Maintain candidate records and recruitment trackers. Prepare interview documentation and status summaries. Support onboarding administration where required. Client & Supplier Administration Assist with authorised client and supplier communications. Coordinate meetings and follow-ups. Maintain contact, project and administrative information. Prepare documents, status reports and follow-up lists. Track outstanding actions and support onboarding workflows. Assist with collecting documentation and information required by SGS. Documentation & Data Management Maintain accurate company records and structured documentation. Update spreadsheets, databases and internal systems. Prepare professional Word, Excel and PowerPoint documents. Check information for completeness, consistency and accuracy. Maintain structured naming, filing and version-control standards. Ensure relevant work is stored in SGS-designated systems rather than only on local devices. Communication Draft professional emails and business correspondence. Communicate with employees, candidates, clients, suppliers and partners where authorised. Ensure communications are accurate, professional and aligned with SGS standards. Follow up respectfully and consistently on outstanding actions. Required Qualifications & Skills Strong English communication skills, written and spoken. Excellent organisational and administrative skills. Strong attention to detail and high personal reliability. Ability to manage multiple tasks, priorities and deadlines. Ability to work independently and follow instructions accurately. Good research capabilities and professional written communication. Strong working knowledge of Microsoft Word, Excel, PowerPoint, email and online collaboration tools, or comparable applications. Ability to learn new software, systems and processes quickly. Comfortable working in a digital and remote environment. Good judgement when dealing with confidential information. Previous experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, Project Assistant, Operations Assistant or in a comparable support role is advantageous. What We Value Reliability - When you commit to something, it gets done. Ownership - You take responsibility rather than waiting to be reminded. Structure - Information, documents and tasks are organised clearly. Initiative - You identify what needs to happen next. Communication - You communicate early when something is unclear or delayed. Confidentiality - You understand that business, client and employee information must be protected. Flexibility - You are comfortable supporting different departments and projects. Learning ability - You can quickly understand new tasks, systems and business requirements. Working Model The position starts with a minimum capacity of approximately 80 hours per month. The workload may subsequently be increased based on performance, reliability, availability, business requirements, additional project responsibilities and the candidate's ability to assume greater responsibility. The role is remote, but the Virtual Assistant must maintain sufficient availability to collaborate with SGS management and teams operating primarily within Central European business hours. Please be so kind and provide your CV (in English) as a PDF or a Word document as this makes processing your data easier. By applying to this job, you acknowledge that your personal data may be processed and stored in our recruitment database (CRM) in accordance with our Privacy Policy and GDPR and Data Protection. Your data will only be used for recruitment purposes and will not be shared with third parties without your consent. If you wish to request the deletion of your data, you can contact us at hr@sgs-daas.com .