Executive Assistant
ID
3322
Maritime
Industry
IT
(NL) Zuid-Holland
Intentional permanent contract
Job description
For our client in Vlissingen we are hiring a Executive Assistant.
You will provide essential support to members of the Management Team (MT). Your role involves high-level administrative tasks, managing complex schedules, coordinating meetings, taking meeting minutes, and serving as a liaison between the MT members and various stakeholders, both internal and external.
Key Responsibilities
Key Responsibilities
• Manage the calendars of MT members by scheduling meetings, appointments, and events, ensuring efficient use of their time and prioritizing tasks effectively.
• Act as the main point of contact for MT members, directing inquiries appropriately.
• Draft and edit correspondence, emails, and reports on behalf of MT members.
• Organize all travel arrangements, including flights, accommodations, transportation, and itineraries for MT members and others as needed.
• Coordinate meetings, conferences, and special events, including preparing agendas, booking venues, and arranging catering.
• Oversee protocols and procedures for official visits from national and international government officials.
• Maintain and organize both electronic and physical files, ensuring easy access and confidentiality.
• Provide administrative support for special projects led by MT members, including research, data analysis, and presentation preparation.
• Facilitate communication between MT members and internal teams, external partners, clients, and other stakeholders.
• Manage and reconcile expense reports, invoices, and reimbursements, ensuring accuracy and compliance with company policies.
• Handle sensitive information with discretion and professionalism, maintaining confidentiality at all times.
• Offer additional administrative support as needed, including taking minutes of meetings and following up on action items.
Your qualifications
• An Associate degree in office management or management support with 3-5 years of relevant experience, or vocational education at level 4 in an administrative field with 5-7 years of relevant experience.
• Significant experience in supporting senior management or office management.
• A strong sense of integrity and experience in securely managing confidential information.
• Proficiency in both English and Dutch, with strong written and verbal communication skills.
• An understanding of how to compile management information.
• Proficiency in the MS Office suite and relevant back-office software.
• Solid knowledge of documentation and archiving practices.
• Excellent references, as pre-employment security screening is a standard part of our hiring process.
• Note: Permanent EU citizenship and a valid passport are required. Candidates with an EU work visa or holding both EU and non-EU citizenship or passports are not eligible due to the nature of our projects.
Do you already see yourself working here? I'd love to invite you for a cup of coffee!
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