Management Assistant M/V/X

Beschrijving van de functie

Do you thrive in a fast-paced, high-level environment where no two days are the same? Are you at your best when supporting senior leadership and keeping complex operations running seamlessly?

As a proactive and highly organized Executive Assistant (COO Office), you provide direct administrative and operational support to the COO's Office and ensure smooth communication and coordination between the COO and internal stakeholders across departments.

Administrative & Logistical Support

• Manage and maintain the COO's agenda, ensuring effective prioritization and optimal time management.
• Provide general administrative support to the COO Office.
• Organize and facilitate logistics for internal and external meetings, visits  and events.

Meeting Coordination & Organization

• Plan, coordinate, and support high-level meetings, including Board meetings and cross-departmental initiatives.
• Schedule and support Expertise Center meetings and organizational meetings.
• Ensure smooth execution of offsite leadership meetings and training sessions when required.

Travel Arrangements

• Coordinate end-to-end travel arrangements for the COO and relevant stakeholders, including flights, hotel bookings, transportation, managing visa and ESTA applications, including documentation and follow-up when applicable.

Financial Procurement & People Processes

• Oversee payment processing and purchase orders related to COO office operations (POs, travel requests, etc.).
• Ensure compliance with financial policies, procedures and approval workflows.
• Manage and track expense reports accurately and in a timely manner, including submission of expenses.

Additional Support

• Provide support to the Chief of Staff to the COO and adjacent directors.
• Handle miscellaneous daily operational tasks, including coordination of lunch orders and ad-hoc support.

Jouw profiel

• You have proven experience in a similar Management Assistant or Executive Assistant role.
• You have excellent communication skills in English.
• You have a good knowledge of Microsoft office (Outlook/Word/ PowerPoint/Excel), SharePoint, One Drive, Teams and are interested in constantly improving your skills in this regard.
• You have strong organizational and time-management skills.
• Excellent communication skills and stakeholder management abilities.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• You demonstrate strong attention to detail, accuray in your work and handle confidential information with discretion.

Taalvaardigheden

• Frans (troef)

  • Begrijpen : Vaardig - (C1)
  • Schrijven : Vaardig - (C1)
  • Lezen : Vaardig - (C1)
  • Spreken : Vaardig - (C1)

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