- Manage MD’s (complex) business schedule. Check and review corporate / events calendar and ensure MD’s awareness of and attendance to key meetings. Flag and resolve any conflicts independently. Keep the teams informed of calendar and schedule.
- Set up conference/telepresence calls and meetings/appointments - arrange meeting rooms, catering, distribute and/or prepare copies of materials. Take and distribute minutes of meetings and follow up on action points where necessary.
- Gather and research information to facilitate decisions/ meetings/ processes.
- Screen all telephone calls, e-mails and invitations to (external) events. Act as first point of contact for the MD’s office in dealing with internal and external parties. Greet and welcome visitors.
- Arrange all business travel (tickets, hotels, taxis, etc.) for the MD and his team and ensure the appropriate approvals are obtained and registered.
- Expense processing.
- Coordinate and organize any internal/external events for MD’s office, such as conferences, budget review meetings and any personnel/team events.
- Assist with general project/program support as requested; liaise with consultants and the PMO director on planning and progress of various projects and keep MD appraised of status.
- Provide general office management support including arranging the movement of desks, new starters and leavers processes, etc. - Raise purchase requisitions and order office supplies, business cards, furniture, IT equipment etc. as required.
- Maintain documents, files and records (e.g. administrative records, expense claims, personnel files, etc.) for the purpose of providing up-to-date reference and audit trail for compliance. Where needed set up filing systems. General database management for the MD / CPO.
- Correspondence: prepare letters, faxes, memoranda and assist with presentation formatting.
- Communicate and work effectively with internal and external executives and their staff. Act as a team lead for the other assistants within the MD’s organization; monitor and coordinate overarching support tasks/duties as to maximize efficiency and effectiveness.
Executive Assistant
Toegevoegd op: 10-09-2015
Schiphol
40
T/m eind 2015 met mogelijkheid tot verlenging
Deze vacature is reeds vervuld.
Functieomschrijving
Vereisten
- MBO+, but ideally HBO level education - secretarial training qualifications preferred.
- At least 5-10 years advanced secretarial/administrative experience in an international environment.
- Possess a “business professional” mindset and personal presentation. Must possess a flexible attitude towards the role with a high level of personal adaptability.
- Mature personality - previous coaching/supervisory experience is desired.
- Experienced in organizing complex international travel arrangements, creating comprehensive travel itineraries and anticipating the needs of the executive whilst travelling.
- Have process, coordination and project management capabilities.
- Willing to work as part of a team but equally comfortable working independently.
- Excellent organisational and communication skills.
- Good interpersonal skills.
- Ability to multi-task, prioritise, meet tight deadlines and work under pressure.
- Ability to deal professionally with confidential information.
- Good MS computing skills: Word, Excel, Outlook, Power point.
- Fluent in at least the English and Dutch language. Basic understanding of finance terminology and accounting fundamentals - desired.
Meer vacatures bekijken
Office assistent partime, tijdelijk
Nieuw Vennep
€ 2600 - 3200
20 tot 24 uur
tot het einde van het jaar
Technische internationale organisatie
Bekijk vacature
HR Officer tijdelijk
Nieuw Vennep
€ 3500 - 4100
32 tot 40 uur
tot eind 2025
Internationaal productiebedrijf
Bekijk vacature
Assistent Financiële afdeling
Leiden
€ 2800 - 3400
32 tot 36 uur per week
Uitzicht op een vaste baan!
Internationale handelsbedrijf
Bekijk vacature