Job Properties
  • Job Type
    Full-time Position
  • Category
    Administration & Operations
  • Languages
    English Dutch French German Italian Spanish
  • Experience Required
  • Degree Required
    • Province
    • Date Posted
      January 13,2022
    • Entrusting Package
    • JSS
    • VISA
    • IMG_6430
    • Career Consultation

    Executive Management Assistant | English

    Job description

    This position handles all administrative, secretarial and other support related activities for the organization and, in particular, the International Leadership Team.
    To accomplish this, a number of key responsibilities are listed:

    Primary responsibilities

    • Support the International Leadership Team (ILT) in their daily business responsibilities by managing their calendars; coordinate meetings and conference calls; organizing (complex) international travel arrangements, including visa applications; expenses; minutes; reports; presentations; organizing and attending, if required, internal meetings; screening incoming calls and correspondence; generation of documents; special projects and other general administrative support, if required.
    • Manages the yearly calendar for the International Leadership Team, including the Outlook calendar; including but not limited the ILT meetings and all-hands meetings.
    • Support the Sales Leadership with the consolidating and reviewing of the weekly input.
    • Ensure timely and correctly distribution of the weekly movement sheet (whereabouts of people).
    • Support the full organization of internal meetings in collaboration with the Office Manager.
    • Manages elements of the interface between (senior) management and staff and between the Europe and US office.
    • In close collaboration with Legal, support the Visas processes, when required, including being the first point of contact between CIBTvisas and the traveller; start the application; organize and review the documentation to be submitted; write the application letters (and other support documents, if needed); request travel insurance letter, if required; and follow up the deadlines.
    • Work with the Finance department to have new vendors included in the Oracle system. Also make changes and updates in the system, when required.
    • Assist in the matters related to travel arrangements, as such: manages the internal online booking tool; provide training to new employees; be the first point of contact with the travel agency with regarding the online booking tool; follow up if the travel and entertainment policy is being followed and raise a red flag, if not; propose solutions processes improvements in the travel arrangements, if applicable.
    • General Administrative and Reception tasks, such as:
    Ø Travel arrangements.
    Ø Dealing with visitors to the office, from providing route descriptions to boardroom arrangements.
    Ø Answering telephone.
    Ø Internal distribution of incoming post, etc.
    Ø Ordering of office supplies and catering, and handling deliveries.
    • Works on special projects as needed.
    • Collaborate with Legal with regards to overall compliance.
    • Other duties as assigned.


    Education and experience

    • MBO/HBO level through education or experience, preferably in combination with a (international) secretarial/personal assistant education.
    • Previous working experience with an international, (Bio) pharmaceutical company; basic knowledge of pharmaceutical/medical terminology and abbreviations is desirable.
    • Experience and knowledge in the areas mentioned above under requirements and responsibilities.
    • Executive secretary experience supporting senior level executives (vice president, president, board of directors).
    • General office administration experience.
    • Experience in coordinating and scheduling (large) meetings.
    • Extensive experience in making travel arrangements (domestic and international).

    • Strong MS-office skills.
    • Proven organizational skills.
    • Excellent verbal and written communication in English. Additional language skills are useful: Spanish, Italian, French, German, Dutch.
    • Precise and accurate.
    • Dynamic and energetic.
    • “Can do” attitude.
    • Informs pro-actively; thinks ahead; problem solving instead of passing on problems.
    • Discretion and ability to keep confidentiality.
    • Ability to work under time pressure; can handle stress.
    • Can work in a ‘no nonsense atmosphere’.
    • No 9 to 5 mentality.

    • Living within 30 km radius and already able to work in the Netherlands is a must

    Working conditions

    We are offering a competitive salary in line with market standards. It is a long term (permanent) position but you will start working at our client through an Undutchables contract.
    Salary from: €3000,-
    Salary to: €4000,-

    Work location


    Company description

    For an international client of ours operating in the medical sector we are currently looking for an Executive Management Assistant

    Good to know

    If you are interested in this vacancy, you can apply by clicking on the button above. Your application will be sent directly to the recruiter in charge. IMPORTANT: if you are not yet registered with Undutchables we kindly ask you to do so. Your information will be handled in the strictest confidence and your CV will not be sent to a company unless you have given prior permission.We will invite you for an extensive interview, as soon as any potential job opportunities arise. We will advise you on issues regarding employment in the Netherlands. Then, if possible, we will introduce you to a prospective company and provide support during the selection procedure.
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