Executive Assistant

Purpose & Overall Relevance for the Organisation:

Provide a high level of administrative support to the Vice President and their department to ensure efficient management and running of the function on a day-to-day level.

 

KEY RESPONSIBILITIES

• Proactively manage the calendar of the Vice President including room bookings 
• Coordinate and execute all travel arrangements for the Vice President and their first line team members including flight and hotel booking visa securing, car reservations and airport pick-up arrangements and immediately providing solutions to problems requiring knowledge of department policies and procedures
• Complete travel expense reports
• Coordinate team meetings and team offsites
• Format, type and edit a variety of material, including correspondence, minutes, reports and confidential material
• Maintain and update department files, records, (organizational) charts, subscriptions and publications
• Create announcements
• Handle the department cost-center, including regular monitoring for budgets, approval of invoices to ensure correct accounting transactions
• Proactively/ independently carry out special projects and assignments
• Assist in and coordinate projects and assignments as requested/directed
• Take over administrative and coordinative tasks of department members as requested

 

KNOWLEDGE, SKILLS & ABILITIES

• Excellent knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook)
• Very good command of English both written and spoken. Dutch and/or German advantageous
• Very good communication skills
• High level of service orientation in dealing with internal and external stakeholders/customers
• Good understanding of numbers
• Good organizational skills
• First project management experience preferred
• Excellent knowledge on new media & applications

 

REQUISITE EDUCATION AND EXPERIENCE / MINIMUM QUALIFICATIONS

• >6 years of experience
• Experienced in job and fully qualified/trained
• Combined theoretical and practical knowledge incl. company policies and practices
• Good knowledge in related job areas