Executive Assistant - Utrecht - 28/32 hours per week

Responsibilities/Tasks

We are seeking a highly organized and proactive Executive Assistant to support two busy Directors in managing their day-to-day operations. The successful candidate will be responsible for handling a wide range of administrative and executive support-related tasks, with a strong focus on travel itineraries and event organization.

Key Responsibilities:

• Diary and Schedule Management:
  
  
  
  
  • Manage and coordinate the daily schedules of the two Directors, ensuring optimal use of their time.

  
  

  • Plan, schedule, and organize meetings, appointments, and conferences.

  
  

  • Anticipate and resolve scheduling conflicts efficiently.

  
  

  
  




• Travel Coordination:
  
  
  
  
  • Arrange complex international travel itineraries, including flights, accommodation, transportation, and visas.

  
  

  • Prepare detailed travel itineraries, ensuring that all arrangements are confirmed and communicated effectively.

  
  

  • Provide support with any last-minute changes or emergencies during travel.

  
  

  
  




• Event Planning and Organization:
  
  
  
  
  • Plan, coordinate, and execute internal and external events, including meetings, conferences, and company functions.

  
  

  • Liaise with vendors, venues, and internal teams to ensure seamless event execution.

  
  

  • Manage event budgets and ensure that events are delivered within the agreed-upon financial framework.

  
  

  
  




• Communication Management:
  
  
  
  
  • Serve as the first point of contact for internal and external communications on behalf of the Directors.

  
  

  • Draft, edit, and proofread correspondence, reports, and presentations.

  
  

  
  

• Administrative Support:
  
  
  
  
  • Prepare and manage expense reports, ensuring timely submission and reimbursement.

  
  

  • Maintain and organize electronic and paper filing systems.

  
  

  • Assist with the preparation of board reports, agendas, and minutes.

  
  

  
  




• Office & Project Management:
  
  
  
  
  • Assist the Directors with special projects as required, including research and preparation of materials.

  
  

  • Order office supplies and maintain inventory.

  
  

  • Build and maintain strong working relationships with key stakeholders, both internally and externally.

  
  

  
  

Requirements

• Education: Bachelor's degree or equivalent experience.




• Experience: Minimum of 5 years of experience as an Executive Assistant, preferably supporting senior executives or directors.




• Skills:






• Exceptional organizational and time-management skills.




• Strong attention to detail and the ability to multitask.




• Excellent communication skills in Dutch and English, both written and verbal.




• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.




• Strong problem-solving skills and the ability to work independently.




• Experience in managing travel itineraries and event planning.







• Personal Attributes:






• Proactive and able to anticipate needs.




• Professional demeanor and appearance.

Additional Information:

• Flexibility in working hours may be required to accommodate the Directors' schedules and time zones.




• Mainly working from the office.

Our client is a leading international company.