This role is a high-level Executive Assistant position supporting the Chief Commercial Officer (CCO), the Chief Financial Officer (CFO), and the Senior Vice President Strategy M&A of Advario. The Executive Assistant (EA) is a key staff member of the CCO, CFO, and SVP Strategy M&A.
Major duties and responsibilities- Calendar Management and Scheduling for Supervisory Leads: serve as primary point of contact for the Supervisory Leads, proactively manage calendars, prioritize and filter meeting requests, maintain a comprehensive corporate calendar integrating ELT, SB, MB, and ELT meetings, travel, and key events, and schedule meetings with executive-level external stakeholders; coordinate with other EAs for an integrated view of ELT activities; arrange logistics and pre-read materials as requested; ensure preparedness with materials and information in advance of engagements.
- Travel Management for Supervisory Leads: arrange domestic and international travel per company protocol, create and manage travel itineraries in the company booking system, coordinate with travel vendors for flight and hotel bookings (including modifications), assist with passport, visa, and global entry updates, maintain an aligned yearly travel calendar in collaboration with other EAs.
- Meeting Support for Supervisory Leads: schedule and prepare ELT meetings, upload ELT materials to Teams with pre-reads and timely minutes, coordinate external attendees (invitations, welcoming visitors), draft and edit emails, memos, and other communications as needed.
- Expense Management for Supervisory Leads: prepare and submit expense claims timely; maintain travel bill documentation and related supporting documents.
- General for Supervisory Leads: organize and support relevant line-lead/functional events globally and locally, provide office administrative support (supply management, etiquette enforcement) in collaboration with other EAs, assist with light facilities management tasks, serve as backup for other HQ EAs, manage end-to-end procurement for Supervisory Leads, perform other related duties as assigned.
- What this role is not: This is not a traditional administrative assistant position focused solely on reactive scheduling. It requires initiative, the ability to coordinate globally, and comfort working in environments where agility is paramount.
- Bachelor's degree (HBO) in a relevant field
- Minimum 10 years' experience as an EA at C-level
- Proven success in fast-paced corporate environments
- Available 5 days per week (40-hour contract)
- Excellent communication skills with senior leaders and stakeholders in Dutch and English
- Exceptional planning, organizational, and time management abilities; ability to view agendas through the eyes of the Supervisory Leads
- Adept at multitasking and prioritizing under pressure; strong organizational skills and attention to detail
- Proficient in MS Office, SharePoint, Teams, AI tools, and related technology
- Adaptable and comfortable with ambiguity; proactive with initiative and problem-solving skills; high self-starter
- Growth mindset with focus on teamwork and results; professional, articulate, and positive demeanor; ability to build cordial relationships across diverse teams
- Fluent in English and Dutch, both written and spoken at professional level
- A trusted and strong partnership with the CCO, CFO, and SVP Strategy M&A and relevant stakeholders
- Effective management of time, maximizing impact and alignment with strategic priorities
- Smooth, professional, and well-coordinated agenda management, stakeholder interactions, and polished communication across all correspondence
- Office-based position; physically in the office a minimum of 4 days per week, with coverage 5 days a week with other EAs
- Competitive salary
- Comprehensive benefits package
- Opportunity to work closely with top executives and contribute to high-level operations
- Professional development and growth opportunities