This is a temporary position for approximately 6 months via Undutchables Recruitment Agency.
Personal Assistant responsibilities:
- Previous experience supporting senior leadership, with strong diary management skills and a proactive working style.
- Work in close collaboration with the Chief Operating Officer within the commercial aviation division.
- Provide day-to-day administrative and organizational support to the Vice Presidents of Sales and Marketing.
- Offer backup support to the COO and their Personal Assistant when needed.
- Assist selected Sales Directors and Marketing Directors with travel arrangements and expense coordination.
- In partnership with the COO’s Personal Assistant, provide ad-hoc administrative support to the wider Sales and Marketing teams, while ensuring priority support is given to the Vice Presidents.
- Manage and coordinate the executive’s schedule, ensuring meetings and priorities are organized effectively.
- Arrange and oversee travel logistics, including flights, accommodation, expense coordination, and related administrative tasks.
- Support and coordinate visa application processes by working with external service providers.
- Assist with documentation such as business cards, passport renewals, and visa-related administration.
- Monitor and maintain office supplies, ensuring the workplace is properly stocked.
- Report facility-related issues and coordinate with the relevant teams to resolve them.
- Ensure administrative procedures are followed and communicate any internal process updates to relevant teams.
- Work closely with Executive Assistants and Personal Assistants across international offices.
- Support internal communication within the department when required.
- Organize meeting spaces and logistics for executive meetings, including large team meetings held twice per year (preparation, agendas, and communication to staff).
- Arrange travel and accommodation for visiting colleagues or external guests when necessary.
- Assist with the implementation of administrative improvements and process updates to enhance efficiency.
- Collaborate with the Marketing and Sales teams in preparation for customer or partner visits.
- Provide additional administrative and organizational support duties typically associated with an Executive Assistant role.
- A minimum of 5–10 years of experience in a comparable role supporting senior leadership, ideally at COO or executive level.
- Fluent in English, with Dutch and/or Portuguese considered a strong advantage.
- Relevant educational background related to business administration, management support, or a similar field.
- Highly organized with strong coordination skills, capable of providing reliable and structured support.
- Able to work independently, demonstrating initiative and a proactive approach to tasks.
- A practical, hands-on attitude with a willingness to take ownership of responsibilities.
- Comfortable handling sensitive and confidential information with discretion and professionalism.
- Flexible and resilient, with the ability to adapt in a dynamic and demanding environment.
- Strong verbal and written communication skills.
- Willingness to be available outside standard office hours when necessary, including occasional on-call support.
- Competitive Salary per month
- This is a temporary position for 6 months with the intention to transition into a indefinite contract directly with my client therafter
- 25 holidays per year
- Hybrid work model - 3 days WFO & 2 days WFH
- Commute paid 100% by public transport or 0.23€ by car