Executive Assistant

based in Amsterdam, Netherlands

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Role

Reporting to one of the company's Founders, the Executive Assistant provides executive and confidential support for a wide array of strategic and operational responsibilities and ensures the day-to-day activities of the Founder runs smoothly. This position acts as the primary contact for internal and external stakeholders pertaining to the Founder’s activities, ensuring that all arrangements are conducted with a high level of professionalism and in a manner that reflects positively on the company. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities in a timely and accurate manner.

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Responsibilities

Executive & Administrative Support

• Provides a wide variety of administrative responsibilities including: managing calendars and scheduling appointments, contact libraries, meetings, and/or events, meal arrangements; composing and preparing correspondence; taking meeting minutes; reading and sorting mail, etc.

• Arranges complex and detailed travel plans and itineraries on behalf of the Founder and compiles any required immigration documents for travel-related meetings and visits.

• Receives all correspondence and enquiries on behalf of the Founder and directs responses as appropriate, including following up on action and replying on the Founder’s behalf as required.

• Ensures that the Founder’s schedule is followed, including managing any conflicts and maintaining an annual calendar of events, allowing the Founder to have a 12-month outlook on key business activities.

• Performs administrative duties relating to the Founder’s activities or interests in external institutions.

• Conserve the Founder’s time by reading, researching, collecting and analyzing information as needed, in advance.

• Maintains and organizes document management systems for the Founder’s office within established framework and retention guidelines.

• Works with other divisions to coordinate company events including employee lunches, all-staff parties, and other social gatherings.

• Formats information for internal and external communication – memos, emails, presentations, reports, etc.

• Oversees the performance of other clerical/administrative staff and their company roles.

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Board, Executive, and Stakeholder Meetings

• Leads the coordination of assigned WMC and/or stakeholder meetings and business conferences and events (including detailed agendas, travel and records).

• Assists with the preparation for Executive Meetings, Board Meetings, and other corporate meetings by preparing agendas, notices, material packages, corporate gifts, promotional materials, arranging travel, lodging and meals and finalizing minutes and resolutions as applicable.

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Financial and Budget Support

• Supports the budgeting process for the Founder by maintaining accurate records of spend and invoice management.

• Maintains Founder’s financial records, particularly travel and other expense and reimbursement statements, reconciliation of accounts, and support ledgers and assists with personal banking and home matters as required.

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Education and Qualifications

• Completion of post-secondary program for Business Administration, Executive Assistant, or other relevant discipline is required.

• Minimum of 5 years of experience supporting C-Level Executives.

• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint).

• Demonstrated agility and growth mindset – flexible and open to change and willing to learn.

• Proven ability to work in a highly-confidential, fast-paced environment with ingenuity, tact, diplomacy and discretion.

• High level of anticipatory, time management and organizational skills required.

• Resourceful team player with the ability to work independently.

• Excellent verbal and written communications skills in Dutch and English.

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