ViCentra is an innovative medical device company based in Utrecht, which focuses on the development, manufacturing and commercialisation of a ground-breaking device for the management of Diabetes. We make Kaleido: the world’s smallest and lightest insulin pump system, which is designed to help people with diabetes live life on their own terms. See also www.hellokaleido.com for more information.
"For us, super accurate insulin delivery and improved control are non-negotiables, but discretion, simplicity and choice is our way of helping you live life in your own way"
ViCentra was founded in 2013, is commercially active in the Netherlands and France, and plans to expand to Germany, the UK and other markets in 2022. We are funded by the venture capitalists LSP, INKEF, Health Innovations and Invest-NL, and are growing fast with currently 80 people. We are also relocating to a fantastic new facility in Utrecht mid-2022, where we plan to house our manufacturing, offices and training center.
In view of our organizational growth, we have created a new position of Office Manager & Executive Assistant, reporting to the CEO. Your role is to create and maintain a fantastic working environment, ensuring high levels of organizational effectiveness, an open communication, and a safe work environment. This is a very diverse role with responsibilities including office operations, health & safety, managing vendors and providing executive support to the Management Team. In addition, you play a key role during our new office design and relocation. Your responsibilities are:
Primary point of contact for day-to-day office needs, including building management, general maintenance and cleaning, office vendors, mail, supplies, equipment, and invoices
Ensure a positive office atmosphere and employee satisfaction with their work environment. Anticipate office needs long before they become critical needs.
Keep the office(s) efficient and organized and fully stocked with supplies.
Act as key liaison with office vendors.
Lead the planning, organizing, and execution of corporate events, such as, but not limited to internal meetings, board meetings and parties. Research and book event venues, arrange for equipment and services, assist in the research and selection of caterers and other service providers.
Manage vendors and contractors: planning for, purchasing, and upkeep of workstations, furniture, and employee supplies, and liaise with our outsourced ICT contractor.
Own space planning, including frequent seating rearrangements; assist with build-out of expansion office space.
Health & Safety/ Security
Manage ViCentra’s Health and Safety program, policies and procedures
Manage Environmental, Social and Governance (ESG) best practices in the office
Manage the premises access security process and procedures including card/ fob assignment for new hires, executing termination of access, managing temporary access etc.
Support the CEO and other MT members with calendaring, email, and travel.
New office design, outfit and relocation
In conjunction with key stakeholders, the project team and the CEO, you play an important role in our office relocation, ensuring the office space is ready to accommodate our current needs and planning ahead to meet future growth.
Keep staff informed and be the go-to person for information relating to the office and move.
The ideal candidate to join our team should have:
To be successful in this role, you are a natural problem solver with strong analytical skills and a pro-active, hands-on mentality. You are a people person with a drive for quality and results with a clear focus on your colleagues. You are a team player, who can build lasting relationships with colleagues across departments and disciplines. Able to work under pressure, managing several tasks and projects at once poses no problem for you.
Qualifications & Experience
BA or BS degree preferred
10 years of experience of which 5+ years in Office Management
Experienced in moving and setting up a new office is a plus
Fluent in Dutch and English
Ability to multitask, use personal judgment, and utilize strong decision-making skills
Possess excellent communication skills including oral, written, and interpersonal
Proficient in MS office, MS Excel and MS Outlook
Legal experience (drafting & maintaining contracts / agreements) is preferred
Results oriented and able to work in a fast-paced, demanding work environment by staying highly organized yet adaptable in the face of an intense pace, ambiguity, and dynamic growth
Inquisitive nature, takes initiative to investigate solutions independently
Maintains a sense of urgency for the completion of responsibilities/tasks
Excellent time management skills and ability to multitask and prioritize work
Dedicated, responsive, and willing to go above and beyond-self-starter who actively looks for ways to improve themselves and the work they are involved within the office
Able to work onsite – this position requires being in the office at least 4 days a week
What we offer
In addition to working on a groundbreaking new product, you’ll be working in a small, friendly, and highly motivated team; all ideas are welcomed, and great work is rewarded. We’re also offering:
Competitive relocation package and assistance (as applicable)
Assistance for the preferential 30% tax ruling application if applicable
32 days’ holiday per year (pro rata)
Full time (40 hours per week)
Contribution towards commuting costs (as applicable)
Free, on-site parking
Discount on gym membership
Informal dress code
Meaningful work with the opportunity to make a difference
Working in Utrecht you will be working in one of The Netherlands oldest cities with a beautiful medieval centre arranged around canals. Recently voted the most vibrant city in the country (with the largest University in The Netherlands) it is the fourth largest city in the country. It is situated in the centre of the country 48km south of Amsterdam (27 minutes by train) and as such is within easy travel of a number of cities and sights.
**We will start interviewing successful candidates without delay, therefore please submit your CV as soon as possible. If we like what we see we will contact you, if we don’t contact you within 4 weeks, we’ve probably proceeded with other candidates but don’t lose heart as we might reach out to you if we have a different role or project, we think might be a match**
If you've got any queries feel free to call +31 (0) 88 250 2900.
ViCentra is an equal opportunities employer and welcomes applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation, or age. Due to the international nature of the Company applications are only accepted in English and candidates must also have the right to work in the Netherlands.
Agencies: Please note ViCentra is committed to sourcing candidates directly and as such we do not accept speculative CV’s from agencies. We do however work with an approved list of preferred suppliers but in line with our Preferred Supplier List we only pay agency fees where we have a signed agreement in place and a position has formally been placed with the agency by a member of the HR team. We do not pay fees where speculative and unsolicited CV’s are submitted to ViCentra or ViCentra employees. Where this is not observed ViCentra reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.