Summary

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.

The ideal candidate possesses exceptional organizational skills, discretion, and the ability to anticipate needs in a fast-paced environment. This position requires a bachelor's (HBO) degree and significant experience supporting C-level executives. It offers the opportunity to work closely with top leadership and contribute to high-level operations.

Major duties/responsibilities

Calendar Management and Scheduling for Supervisory Leads

• Serve as primary point of contact for the Supervisory Leads managing emails and correspondence

• Proactively manage Supervisory Leads' calendar, resolving conflicts and aligning meetings with business requirements

• Prioritizing and filtering meeting requests in line with the directives

• Maintain a comprehensive corporate calendar integrating Supervisory Leads' the Executive Leadership Team (ELT), Supervisory Board (SB), the Management Board (MB) and Extended Leadership Team (ELT) meetings, travel, and key events

• Schedule and organise meetings with executive level external stakeholders

• Coordinate with other EAs to ensure an integrated view of ELT activities

• Arrange logistics and pre-read materials for ELT meetings as requested by Supervisory Leads

• Ensure Supervisory Leads preparedness by providing necessary materials and information in advance of engagements

2. Travel Management for Supervisory Leads

• Arrange domestic and international travel according to company protocol and general travel norms

• Create and manage travel itineraries in our company's booking system

• Coordinate with travel vendors for flight and hotel bookings, including modifications

• Assist with passport, visa, and global entry updates as needed

• Maintain an aligned yearly travel calendar for the Supervisory Leads in collaboration with other EAs

3. Meeting Support for Supervisory Leads

• Schedule, prepare ELT meetings

• Upload ELT materials to Teams, sharing pre-reads and minutes timely
  Coordinate external attendees ELT meeting – invitations, greeting visitors, etcetera

• Draft and edit emails, memos, and other communications as needed

4. Expense management for Supervisory Leads

• Preparation and timely submissions of expense management claims

• Well organized in maintaining travel bills and adhering documents

5. General for Supervisory Leads

• Organize and support relevant line-lead/functional events for Supervisory Leads both globally and locally

• Provide office administrative support including supply management and etiquette enforcement, in collaboration with other EAs.

• Assist with light facilities management tasks as needed, in cooperation with other EAs

• Serve as backup for other HQ EAs during absences, working as one cohesive team

• Manage the end-to-end procurement process on behalf of the 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

Your profile

• Bachelor's (HBO) degree 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 with ability to look at agenda through eyes of the Supervisory Leads

• Adept at multitasking and managing priorities under pressure

• Strong organisational skills and attention for detail

• Proficient in MS Office, SharePoint, Teams,AI tools and technology

• Adaptable and comfortable with ambiguity

• Proactive with strong initiative and problem-solving skills, high self-starting capabilities

• Growth mindset with focus on teamwork and results

• Professional, articulate, and positive demeanour, teambuilder

• Objective, discrete, and ethical approach

• Ability to build cordial relationships across diverse teams

• Fluent in English and Dutch, both written and spoken at professional level

Key Success Factors

• A trusted and strong partnership with the CCO, CFO, and SVP Strategy M&A and the relevant stakeholders

• Effective management of their time, maximizing impact and maintaining alignment with strategic priorities

• Smooth, professional, and well‑coordinated agenda management, stakeholder interactions, and polished communication across all correspondence

Working conditions

• Office based position, be in the office physically a minimum of 4 days and ensuring coverage 5 days a week with other EA’s.

What we offer

• Competitive salary

• Comprehensive benefits package

• Opportunity to work closely with top executives and contribute to high-level operations

• Professional development and growth opportunities