Management Assistant

32 - 40 uur, 40 uur
Amsterdam
Nieuw

Voor een vaste klant in Amsterdam, actief binnen het vastgoed, is Vlotte Tantes op zoek naar een Management Assistant/Executive Assistant. En dit keer betreft het een rol waarbij de communicatie op de werkvloer (hoofdzakelijk) in het Engels is. Dus doen we de functieomschrijving dit keer ook maar in het Engels.
Here we go!

Position responsibilities

Executive Assistant Support

  • Providing executive assistance support to the Head of Operations, EU and Chief Financial Officer, EU, which includes:
    • Extensive diary management using Outlook 
    • Arranging recurring and ad-hoc meetings, lunches and dinners as and when required, ensuring accurate documentation as applicable and meeting details are provided in a timely manner to all parties
    • Organising sometimes complex travel arrangements (booking flights, rail tickets and hotel accommodation, arranging road transport as necessary) through our travel agent and finalising itineraries in line with the company travel policy
    • Support on building the EU Group OKRs and the monitoring of OKR progress of HoO & CFO and signal when corrective actions are needed
  • Producing high standard correspondence, making full use of the available software (e.g. Microsoft Outlook, Word, Excel, PowerPoint, Teams and Access)
  • Accurate minuting of confidential global management meetings and other meetings as required with discretion, producing and distributing follow-up documentation in a timely manner
  • EU Travel Policy maintenance and Travel Agency (CTM) vendor management. Ensuring frequent analyses and communication on EU  travel cost. Organizing regular training for relevant EU staff on CTM & Concur methods of operating and continuous improvements of the travel policies to ensure maximum digitized operations.   
  • Organising and co-ordinating conferences throughout Europe with the support of the jurisdiction including logistics, activities, agendas and itineraries.
  • Producing PowerPoint presentations, reports and documents via dictation (including sense checking, proof reading and co-ordinating information flow when applicable) to tight, sometimes short, deadlines
  • Projects; taking up on a regular basis specific projects that are related to increase the speed of our FY25 strategy execution
  • Liaising with a large number of senior people and stakeholders both within the company and externally, ensuring discreet handling of all business
  • Entering and maintain client information on internal database e.g. Outlook and CRM (currently Salesforce)
  • Demonstrating an approach of continuous improvement by seeking to continually improve the quality and efficiency of services provided, ensuring the best use is made of technology to provide efficient and effective administrative services
  • Developing and maintaining effective filing and retrieval systems, both computerised and manual, in a methodical manner keeping confidential information locked away at all times
  • Providing cover for other EA team holidays and absences from the office
  • Providing lunchtime cover on reception from time to time
  • Providing occasional secretarial assistance to colleagues visiting the Amsterdam office
  • Undertaking other duties not specifically stated above, which from time to time are necessary for the effective performance of the Head of Operations, EU, Chief Financial Officer, EU and other Management team’s roles
  • Cultivating personal development by strengthening existing skills and learning new skills, focused on the provision of a high level of assistance
  • Suggesting and preparing team building & development activities for the department in close communication & cooperation with the other EAs
  • Contributing to sustainability development goals by making “green” choices and investments where it comes to consumption, waste, sources and efficiency
  • Availability outside normal office hours for urgent issues (via company iPhone)

    Requirements

  • Personal Competencies
  • Team player with a friendly disposition (essential). Participation is proactive and enthusiastic as a team member. Positive relationships are built with staff across the organization
  • In possession of the highest possible degrees of discretion, tact and confidentiality
  • Ability to work to tight, short deadlines
  • Considerable experience of working on own initiative, developing systems and seeking imaginative solutions
  • Excellent interpersonal, verbal and written communication skills
  • Outstanding attention to detail; excellent spelling and grammar; a good degree of numeracy
  • Confidence in dealing with Executive team members and clients as well as being able to manage and direct the support staff
  • Experience in the servicing of meetings/minute taking including the ability to draft, produce and distribute accurate reports and papers clearly and concisely
  • Significant experience of prioritizing a substantial workload and working accurately to deadlines in a pressurised environment
  • Ability to accurately meet the requirements of the role and be consistent with policies and procedures
  • Ability to think ahead
  • Aligned to the company values: principled, respectful and responsible
  • Qualifications and Experience  
  • Good standard of education
  • Further (e.g. A Level or national equivalent) and / or higher education (degree (preferable))
  • Significant experience of providing confidential secretarial and administrative support at Executive Management level sufficient to be able to provide comprehensive and proactive support
  • Business English verbal and written (minimum level C1 of the Common European Framework for Reference for Languages)
  • Experience of global travel bookings
  • Effective complex diary management
  • Experience in the commercial property industry and/or financial sector (preferable)
  • A high level of IT skills, with particular advanced knowledge of Microsoft Office packages including Outlook, Word, Excel and specifically PowerPoint
  • Track record of project management skills.

En? Alles 'very clear'? Mooi, reageer dan snel op deze pittige, maar erg leuke job

Jouw consultant

Danielle Sluijter
danielle@vlottetantes.nl

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