We are looking for a very organised, passionate and client-orientated Executive Assistant / Office Manager with excellent oral and written English language skills. You will ensure that the President of D2C Glanbia and leadership team of Body & Fit receive the highest standard of professional and personal support at all times. Activities include but are not limited to time/diary management, interaction with external bodies and senior stakeholders at Glanbia, travel support, making notes of monthly Leadership Team (LT) meetings, support of other LT members for travel, and communications to all employees upon request. In addition, we expect you to represent Body & Fit in a professional manner, inside and outside the organisation, and you will be responsible for the office management of the fantastic, new Amsterdam office. In return, we offer you the opportunity to work in a dynamic, fun and exciting environment with competitive terms and conditions!
Full-time · Amsterdam, The Netherlands
About the job
Ensure time of the President of D2C and the LT is managed to the maximum level of effectiveness through superior diary management. Daily schedules; Travel; Monthly/Quarterly Reviews, Meetings; event planning and proactive preparation of activities.
Manage all forms of transportation arrangements (Itineraries, flights, liaise with drivers, arrange visas, currency, hotel bookings, meeting arrangements) for the entire LT.
Timely liaison and communication both within the organisation and external stakeholders.
Utilise internal networks at all levels to provide the Leadership Team with information on key issues within the business.
Maintain (and present monthly) all records of expense, vacation days and time scheduling for members of the Leadership Team. Cost effectiveness should be maintained at all times in managing expense matters.
Responsible for the diary management and coordination of all activities ensuring the LT are well briefed and prepared including: Handling confidential information and sensitive issues in an entirely reliable manner.
Production and circulation of information which involves collation from different sources into Word Documents/presentations.
Support the LT with scheduling and planning meetings; including preparation and collation of documents for meetings. Ensure all filing systems and bring forward systems are maintained. Follow up on behalf of the LT to ensure actions are completed and deadlines are met.
Office Management – in & outgoing post, management of all externals vendors, property management, landlord liaison, office suppliers, lunches, activities.
Partner with HR to support employee engagement activities which includes but not limited to onboarding & offboarding, swag & gifting, employee onboarding, events, meetings, team dinners, etc.
Fluency in English, both orally and in writing, is a must-have
Minimum 5 years’ experience supporting at Senior Management level
Strong IT skills in Word, PowerPoint, Outlook, proficient in Excel, combined with strong desire to maintain these skills at a high level
Ability to work in high pace environment and under pressure
Integrity, trust in dealing with highly confidential information
Exceptional organisational skills, combined with ability to prioritise competing demands, maintain high quality standards and meet deadline on multiple projects / tasks
Sensitivity to the ‘mood’ of the organisation to assist the effectiveness of the interaction of the LT with staff
Ability to communicate clearly and well at all levels (written, spoken, including handling telephone) and sound numeracy skills
Must be flexible and approachable with a positive can-do attitude and ability to anticipate needs of others
Sensitive to culture, time zones and the needs of a global organisation
Cultural Fit & Personality Traits:
Instinctive understanding of sports lifestyle with strong passion for sport and for building nutritional and healthy lifestyle products that support this sector.
Enjoy working in a dynamic, changing D2C environment that requires a strong getting things done mentality.
Charismatic energetic individual with resilience and tolerance for ambiguity.
What we would like to offer you:
8% holiday pay
Discount on Body&Fit and GPN owned branded products on our website
Discount of Dutch health insurance
Special healthy B&F snacks, tasty coffee and tea at the office
Opportunity to take part in a fitness plan
Nutrition education courses
Product tastings sessions
Please note: To be eligible for this position you need to have a valid working visa / permit to work in the Netherlands.
Apply for the job
Do you want to join our team as our new Executive Assistant / Office manage? Then we'd love to hear about you!