Executive Assistant - English Speaking

This position provides a high level of secretarial and administrative support to the Managing Director. The assistant provides hands on support to the MD's office for both long-term projects and day to day activities ensuring the smooth running of the MD's responsibilities.

Furthermore, the EA provides special program/project management support as directed by the MD and/or his leadership team. Plays a pivotal role in coordinating administrative support for MD's management team, ensuring sufficient coverage at all times.

MAIN RESPONSIBILITIES:

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Manage MD's (complex) business schedule. Check and review corporate/events calendar and ensure MD's awareness of and attendance to key meetings. Flag and resolve any conflicts independently. Keep the teams informed of calendar and schedule.
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Set up conference/telepresence calls and meetings/appointments - arrange meeting rooms, catering, distribute and/or prepare copies of materials. Take and distribute minutes of meetings and follow up on action points where necessary.
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Gather and research information to facilitate decisions/meetings/processes.
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Screen all telephone calls, e-mails and invitations to (external) events. Act as first point of contact for the MD's office in dealing with internal and external parties. Greet and welcome visitors.
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Arrange all business travel (tickets, hotels, taxis, etc.) for the MD and his team and ensure the appropriate approvals are obtained and registered.
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Expense processing.
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Coordinate and organize any internal/external events for MD's office, such as conferences, budget review meetings and any personnel/team events.
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Assist with general project/program support as requested; liaise with consultants and the PMO director on planning and progress of various projects and keep MD appraised of status.
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Provide general office management support including arranging the movement of desks, new starters and leavers processes, etc. Raise purchase requisitions and order office supplies, business cards, furniture, IT equipment etc. as required.
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Maintain documents, files and records (eg administrative records, expense claims, personnel files, etc.) for the purpose of providing up-to-date reference and audit trail for compliance. Where needed set up filing systems. General database management for the MD/CPO.
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Correspondence: prepare letters, faxes, memoranda and assist with presentation formatting.
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Communicate and work effectively with internal and external executives and their staff. Act as a team lead for the other assistants within the MD's organization; monitor and coordinate overarching support tasks/duties as to maximize efficiency and effectiveness.

- Represent the MD's office in a professional manner.

KNOWLEDGE, SKILLS & EXPERIENCE:

- MBO+, but ideally HBO level education - secretarial training qualifications preferred.
- At least 5-10 years advanced secretarial/administrative experience in an international environment.
- Possess a business professional mindset and personal presentation. Must possess a flexible attitude towards the role with a high level of personal adaptability.
- Mature personality - previous coaching/supervisory experience is desired.
- Experienced in organizing complex international travel arrangements, creating comprehensive travel itineraries and anticipating the needs of the executive whilst travelling.
- Have process, coordination and project management capabilities.
- Willing to work as part of a team but equally comfortable working independently.
- Excellent organisational and communication skills.
- Good interpersonal skills.
- Ability to multi-task, prioritise, meet tight deadlines and work under pressure.
- Ability to deal professionally with confidential information.
- Good MS computing skills: Word, Excel, Outlook, Powerpoint.
- Fluent in at least the English and Dutch language - other languages are a plus.
- Basic understanding of finance terminology and accounting fundamentals - desired.

KEY MEASURES:

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Calendar coordination and process results.
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Ability to build and maintain solid and effective working relationships with colleagues.
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Meeting MD's Office daily, weekly and monthly requirements.
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Specific employee objectives.

OVERIGE INFORMATIE:

Locatie: Amsterdam

Start: ASAP till the end of the year

Hours: 40 a week

Recruiter: Mark Noordam

(see below)

PS. CV'S ZONDER SPECIFIEKE MOTIVATIE EN/OF CV'S WAAR DE MOTIVATIE NIET OP AANSLUIT OP DEZE ROL WORDEN NIET IN BEHANDELING GENOMEN.

IN DE SPECIFIEKE MOTIVATIE DIENEN PUNTEN UIT DE FUNCTIEOMSCHRIJVING
2. Motivatie specifiek gericht op het bovenstaande functieprofiel;
3. Uurtarief (excl. BTW, inclusief reiskosten);
4. Beschikbaarheid en overige relevante informatie, zoals geplande vakanties.

WIE ZIJN WIJ?

ItaQ Interim Professionals BV is een detachering & consultancybureau op het gebied van ICT en is gespecialiseerd in het tijdelijk opvullen van interim functies. De Interim Professionals van ItaQ hebben minimaal HBO-niveau en een lange werkervaring.

Wij leveren o.a. project-/programmamanagers, analisten/architecten en inhoudelijke specialisten op het gebied van ERP/CRM/Datawarehousing/Applicaties, Internet & E-business, Outsourcing, Informatiebeveiliging & Auditing en (Tele)Communicatie.