Group Assistant

In this exciting role you provide comprehensive administrative support including day-to-day proactive diary management, general operational support and effective preparation and co-ordination of activities of the VP Digital.
You will provide full secretarial and administrative support such as monthly report collation, meeting organization and general administration duties.

Location
BME Group
Schiphol-Oost
Level
Office manager
Industry
Building materials
Employment
Part-time
Interested in this opening?

Purpose of the Role

In this exciting role you provide comprehensive administrative support including day-to-day proactive diary management, general operational support and effective preparation and co-ordination of activities of the VP Digital.

You will provide full secretarial and administrative support such as monthly report collation, meeting organization and general administration duties.

Key Tasks and Responsibilities

  • Maintain complex scheduling, arrange/coordinate meetings, conferences and/or events.
  • Assist on project administration and controlling.
  • Create and maintain information files to proactively support upcoming events, activities, appointments, meetings and deadlines, ensuring timely delivery of same.
  • Coordinate travel arrangements; prepares itineraries; prepares, compile and maintains travel vouchers and records.
  • Handling the mailbox of the Group VP Digital (first screening and diligent follow-up/direct e-mail, mail and incoming calls. The Group Assistant is able to determine matters of top priority and handle accordingly).
  • Monthly and quarterly planning & organization of several European meetings.
  • Respond to inquiries and resolves issues not requiring the attention of the manager.
  • Track and provide reporting material, monthly reports, includingmanagement of central file service in MS Teams.
  • Keep track of costs and prepare expense reports.
  • Support on approval workflows via DocuSign.
  • Help onboard new employees
  • First contact of all external visitors.

Key Functional Competencies

We are looking for a Group Assistant who is forward thinking, structured, detailed-oriented, service minded and willing to take ownership:

  • A natural organizer with a high service minded attitude.
  • Staying abreast of the overview and effectively managing deadlines.
  • Sound communication, verbal and written skills.
  • Logical thinker with complete ability to prioritise.
  • Able to see the big picture, but also very detailed oriented.
  • Strong Project management skills with strong eye for detail without losing the big picture.
  • Pro-actively with a high level of organizational sensitivity.

Education and Experience

  • At least a higher vocational/professional education with 5+ years relevant recent international experience preferably in a supporting role.
  • Excellent in English (written and oral), German is a big plus.
  • Profound knowledge of Microsoft Office (PowerPoint) and Outlook.

Key Characteristics

  • Resilient, quick thinker, smart and a thick skin, rational thinker with a can do mentality.
  • Eager and a clear and fast understanding of what needs to be done able to work under high pressure and high pace environment.
  • Calm, composed and a warm personality.

Values

  • Dare
  • Care
  • Do it
  • Be real
  • Win together

Location

  • Schiphol-Oost (two days working from home).

Procedure

  • Interview by Recruiter
  • Interviews with BME
  • Assessment
  • Background and Reference check

Working times

  • Please note that this role is a part-time role for 20 hours/week. The presence is required 5 days/week, 4 hours each day.

Administrative Assistance

Administrative Support

Executive Assistant

PA

Secretarial Support

Operational Support

FOR QUESTIONS

Vlatka Simac

Group Manager Talent Acquisition

Interested in this opening?


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