Executive Assistant

We are looking for a parttime Executive Assistant

The Executive Assistant provides support to the CEO and CCO. The Executive Assistant works together with the other Executive Assistant working for the CFO. The Executive Assistant serves as the right hand to the Board, playing a critical role in the efficiency of the executives office by managing schedules, communications, and other responsibilities. The Executive Assistant needs to be proactive, organized and capable of managing a wide range of tasks. This position requires an ability to work under time pressure while maintaining a high degree of professionalism and confidentiality. The Executive Assitant prepare meetings, make minutes, has a lot of administrative tasks.

The Executive Assistant is responsible for preparing meetings, takes the minutes and takes care of other activities in such a way that the Board and Managers of the departments can carry out their work as efficiently as possible. He/she supports the members of the Board/Management Team at all levels and is involved in setting up and ensuring the smooth running of internal business processes, including administration, agenda management, planning, and correspondence with stakeholders.

The Executive Assistant reports to the CEO and CCO.

**Key tasks**:** Agenda management; a.o.**:

- Managing the directors agenda (CEO and CCO) and arranging appointments for them;
- Scheduling various (recurring) meetings within the organization, including arranging suitable meeting rooms;
- In case of accommodation for external meetings (in the Netherlands and abroad), booking taxis, flights and/or reserving hotel accommodation for directors, management and staff both internal and external colleagues within the EPH group.

**Communication and correspondence, a.o.**:

- Taking care of internal correspondence in accordance with PZEM / EP NL brand style such as (news) messages on the Intranet and mailings;
- Keeping the Intranet pages up to date, share information, news items and implementing changes;
- Building and maintaining a network within the organization, Knowing and having the right contacts within the organization to find the people you need;
- Independently draws up substantive communication statements for groups in the company in consultation with members of the Executive Board, where appropriate. Handles correspondence of significant value to the organization

**Management support a.o.**:

- Prepares meetings, draws up presentations, makes minutes (in English);
- Secretarial and administrative matters (e.g. bundling and processing credit card purchases, approving invoices in AFAS);

**Managing (digital) mail and (digital) archive;**

**Organizational support, a.o.**:

- Handles/ facilitates signing of documents, contracts etc. by board and management. Mostly via DocuSign;
- Ordering lunches, flowers and taxis on request from across the organization;
- Managing LMS, our e-learning system, adding new employees to the system, tracking the progress of trainings and send out reminders.

**Legal activities**
- Administrator of our account on the Dutch Chamber of Commerce site. On request making changes in the system such as adding or removing board members, proxy etc.

**Helping to organize (team) activities for the organization.**

**What do we expect from you?**:

- Completed intermediate vocational training as an Executive Secretary/Executive Assistant, or other economical secondary vocational training (mbo+/hbo).
- 2+ years of work experience; ideally as Executive Assistant or in a position requiring strong organizational skills;
- Fluent in both Dutch and English, excellent command of the English language.
- Excellent in taking minutes.
- Excellent communication skills.
- You have a flexible attitude (with regard to working hours and accessibility).
- Ability to prioritize and manage multiple tasks.
- Team player, reliable and strong organizational skills.

**Work location**
Middelburg

**What do we have to offer?**
We offer you excellent working conditions in a dynamic working environment with plenty of flexibility.

**Salary**
For this, we reward you with a gross monthly salary of up to **€ 4,339** per month based on full-time employment. Salary depends on relevant experience and suitability.

**More information?**

Internal and external recruitment will take place simultaneously for this vacancy.

**Join our team**:
Would you like to strengthen our organization? Then we would love to hear more about you