Responsibilities/Tasks

We are seeking a highly organized and proactive Executive Assistant to support two busy Directors in managing their day-to-day operations. The successful candidate will be responsible for handling a wide range of administrative and executive support-related tasks, with a strong focus on travel itineraries and event organization.

Key Responsibilities:

• Diary and Schedule Management:
  • Manage and coordinate the daily schedules of the two Directors, ensuring optimal use of their time.
  • Plan, schedule, and organize meetings, appointments, and conferences.
  • Anticipate and resolve scheduling conflicts efficiently.
• Travel Coordination:
  • Arrange complex international travel itineraries, including flights, accommodation, transportation, and visas.
  • Prepare detailed travel itineraries, ensuring that all arrangements are confirmed and communicated effectively.
  • Provide support with any last-minute changes or emergencies during travel.
• Event Planning and Organization:
  • Plan, coordinate, and execute internal and external events, including meetings, conferences, and company functions.
  • Liaise with vendors, venues, and internal teams to ensure seamless event execution.
  • Manage event budgets and ensure that events are delivered within the agreed-upon financial framework.
• Communication Management:
  • Serve as the first point of contact for internal and external communications on behalf of the Directors.
  • Draft, edit, and proofread correspondence, reports, and presentations.

• Administrative Support:
  • Prepare and manage expense reports, ensuring timely submission and reimbursement.
  • Maintain and organize electronic and paper filing systems.
  • Assist with the preparation of board reports, agendas, and minutes.
• Office & Project Management:
  • Assist the Directors with special projects as required, including research and preparation of materials.
  • Order office supplies and maintain inventory.
  • Build and maintain strong working relationships with key stakeholders, both internally and externally.

Requirements

• Education: Bachelor’s degree or equivalent experience.
• Experience: Minimum of 5 years of experience as an Executive Assistant, preferably supporting senior executives or directors.
• Skills:
• Exceptional organizational and time-management skills.
• Strong attention to detail and the ability to multitask.
• Excellent communication skills in Dutch and English, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong problem-solving skills and the ability to work independently.
• Experience in managing travel itineraries and event planning.
• Personal Attributes:
• Proactive and able to anticipate needs.
• Professional demeanor and appearance.

Additional Information:

• Flexibility in working hours may be required to accommodate the Directors’ schedules and time zones.
• Mainly working from the office.