Chief of Staff

SOFTPROM is looking for a proactive and highly organized Chief of Staff to support Pavlo Zhdanovych, Managing Director, and ensure high execution speed across strategic priorities, automation programs, and AI initiatives.

This is a high-impact role at the intersection of strategy execution, operational control, financial governance, and leadership coordination. You will work directly with the Managing Director to drive discipline in execution, improve cross-functional alignment, and ensure key projects are delivered on time, with clear reporting and measurable outcomes.

Key Responsibilities:

Execution Control & Follow-up

• Track and control execution of Managing Director’s tasks and decisions across teams and departments
• Ensure deadlines, owners, and results are defined and delivered
• Follow up on bottlenecks, escalations, and risks, ensuring issues are resolved proactively

Strategic Projects Reporting

• Build and maintain a structured reporting system for strategic initiatives (status, milestones, blockers, next steps)
• Prepare weekly/monthly executive dashboards and summaries for the Managing Director
• Organize strategic project reviews and ensure accountability of project owners

Automation & Digital Transformation Control

• Oversee and monitor automation projects (CRM workflows, sales operations automation, reporting automation, process optimization)
• Coordinate internal stakeholders and vendors (if applicable) to ensure smooth implementation
• Track delivery quality, timelines, and adoption metrics

AI Projects Oversight

• Support Managing Director in controlling AI-related initiatives: PoCs, pilots, deployments, internal AI tools, AI enablement for sales teams
• Ensure AI projects have clear business goals, success metrics, ownership, and timeline
• Drive operational discipline in AI execution (documentation, reporting, cross-team synchronization)

Financial Controlling & Credit Limits Approval Support

• Provide financial controlling support for key business operations
• Coordinate verification and confirmation of credit limits for partners / customers with Finance and Sales
• Monitor financial risks and ensure timely approvals aligned with internal policies and business priorities

Managing Director Schedule & Priority Management

• Prioritize and structure communication flow to the Managing Director
• Organize and coordinate webcalls and meetings with internal teams and external stakeholders (vendors, partners, key customers)
• Prepare agendas, briefing notes, and meeting materials in advance
• Capture action points and ensure follow-up execution after meetings

Leadership Alignment & Communication

• Maintain cross-functional alignment between Sales, Vendor Management, Finance, Marketing, and Country teams
• Ensure consistent communication on priorities, decisions, and execution status
• Support change management and execution discipline across the organization
•  

Requirements:

• Proven experience in a role such as Chief of Staff, Project Manager, Operations Manager, Business Operations, or Strategy Execution
• Strong ability to drive execution through structured follow-up and stakeholder alignment
• Experience working with strategic projects, reporting frameworks, and executive-level coordination
• Solid understanding of automation / digital transformation initiatives (CRM, reporting, process automation)
• Strong interest and practical experience with AI projects and operational implementation
• Basic-to-strong understanding of finance operations, controlling, and risk management (credit limits is a strong plus)
• Excellent communication and documentation skills (clear, concise, structured)
• High ownership, discretion, reliability, and ability to operate in a fast-moving environment
• Fluency in English (German is a plus)
•  

We Offer:

• High-trust, high-impact position working directly with the Managing Director
• Strong influence on strategic execution and modernization initiatives (Automation + AI)
• International business environment across multiple markets
• Competitive compensation package (fixed + performance-based component)
• Opportunity to grow into a broader leadership / operations role
•  

About SOFTPROM

Softprom is a leading Value Added IT Distributor in the CIS and Eastern Europe markets which is trusted by more than 1200 partners. The company was founded in 1999 and today is represented in more than 30 countries.